OnBoard's Automated Minutes saves valuable time by capturing the meeting discussion, summarizing key points, and allowing you to securely edit and format your meeting minutes—all within the OnBoard platform.

This guide walks you through how to utilize Automated Minutes to record, transcribe, and create your meeting minutes. 

Review the Minutes Builder article, to review how to create and formate your meeting minutes with Minutes Builder. 

Enabling Automated Minutes

Only Organization Admins can enable Automated Minutes

Access the organization Settings from the navigation panel, and select the Feature tab at the top of the page. Scroll down to the Automated Minutes – Meeting Minutes, Recording & Transcription section. Use the toggle to disable or enable Automated Minutes.

If enabled, every upcoming meeting with the Remote Details containing  Zoom or Microsoft Teams URLs will be enabled to be recorded or transcribed with Automated Minutes.

Please note that recordings and transcripts will be deleted automatically after 90 days, unless manually deleted by the user.

Scheduling Meeting Recording and Transcription

Only Meeting Admins can create and manage Meeting Minutes in OnBoard. Review our article on Meeting Permissions for more information. 

To schedule the recording and transcription for your upcoming meeting, select Setup Remote Meeting within the Meeting Details of a meeting.

If using the Zoom or Microsoft Teams Integration, select the appropriate account from within the Configured Accounts dropdown. 

Alternatively, you can add the meeting URL and other applicable details under the Configure Manually section.

When done, select Save Changes.

For convenience, you can also manage your remote meeting details from within Minutes. Clicking on Manage Meeting Recording will open the Remote Meeting panel.

Recording the Meeting

To access the Meeting Recording, Transcription, and Minutes Rich Text Editor, select Open Minutes in the Meeting Minutes, Recording and Transcription panel.

Note: More than one Meeting Admin can open a meeting's Automated Minutes simultaneously. This can affect the Minutes Editor experience outlined later in this article. 

At the start of the meeting, set in the Meeting Details, the OnBoard Recording Assistant will automatically attempt to join your Zoom or Microsoft Teams meeting.

Note: The OnBoard Recording Assistant may join the meeting’s waiting room and will need to be admitted into the meeting. 

For Zoom meetings, the host of the Zoom account will need to approve the recording of the meeting. Click Approve.

Within OnBoard, you will see the recording status of the meeting. A time counter will also be displayed.

Click Pause Recording to pause the video recording and transcription of the meeting. The OnBoard Recording Assistant will remain in the remote meeting room, but no video or audio will be recorded while paused. Select Resume Recording to continue recording the meeting audio and video. 

If you wish to end the video recording and transcription prior to the end of the meeting, select End Recording. To confirm, select End Recording in the confirmation pop-up.

When the meeting ends, or if the OnBoard Recording Assistant is removed from the meeting, the recording will end. 

To start a new recording for the meeting after a recording has ended, select the Recordings drop down and select New Recording. Then confirm you'd like to Start Recording in the pop-up. The OnBoard Recording Assistant will rejoin the meeting to record and transcribe.

If the OnBoard Recording Assistant is removed from the meeting, select Rejoin to have the assistant rejoin and create a new recording and transcription of the meeting.

To navigate between multiple recordings and transcriptions, select the Recordings drop down and select which recording and transcription you'd like to view. 

To delete an individual recording and transcription, select the Delete button. To delete all recordings and transcriptions, select the Recordings dropdown and select Delete All Recordings. 

Please note that recordings and transcripts will be deleted automatically after 90 days, unless manually deleted by the user.

Recording Playback

Admins can playback the audio and video of the recording for reference. Use the buttons below the video recording to:

• Play/Pause
• Jump ahead 30 seconds
• Jump back 15 seconds
• Mute
• Adjust playback speed

Use the caret below the playback buttons to hide the video playback and expand the transcript. The audio can still be played while the video is hidden.

Meeting Transcript

The transcript for each recording will be listed below the video recording. The transcript will be time-coded with the speakers' names and comments.

Scroll through the transcript to review it. Selecting a timecode next to a speaker's name will jump to that timecode within the recording.

Use the Search Transcript field to search the transcript by keyword. Use the Filter Button to filter the transcript by meeting participant(s). 

Meeting Outline

Automated Minutes will automatically generate a Meeting Outline parsed from your Transcript. To access the Meeting Outline, select the Meeting Outline tab.

The Meeting Outline will be broken up into sections based on the content of your meeting. The sections will be listed under Contents. Click a section to jump to that section within the Meeting Outline.

Under each section will be a bulleted list of discussion topics from the transcript. Hover over a discussion topic to see the timecode. Select the timecode to jump to that time in the recording.

Click on a discussion topic to copy it to your clipboard. 

The Meeting Outline will automatically identify key items from your meeting in purple. The key items it will identify are:

• Motions
• Seconds
• Actions Needed
• Decisions

Minutes Editor

Rich Text Editor

Important Note: Multiple Meeting Admins can have Automated Minutes open simultaneously. However, if two or more Admins are editing at the same time, saving the minutes will overwrite any changes made by others. Please coordinate to avoid losing work.

The Minutes Editor is to the right of the Recording and Transcript, and it provides rich text editing options to take, edit, and format your minutes. Use the caret between the Recording and Transcript and Minutes Editor to expand the Minutes Editor.

The current version of your agenda will automatically be imported to use as the template for your minutes. 

Type in the text editor to create and edit the meeting minutes for the meeting. Use the rich text options at the top of the page to format your minutes. The available options are:

• Undo/Redo
• Heading and Paragraph Formatting & Lists
• Font Color
• Font Size
• Alignment
• Bulleting, Italicizing, Strikethrough and Underline
• Highlighter
• Hyperlink

Attendance

To track attendance, select the Attendance button at the top of the text editor. Select the dropdown for each participant to select if they did or did not attend, or if they attended remotely. Attendance will appear on the downloaded version of the meeting minutes.

Attendance can also be tracked by utilizing the Attendance button in Meeting Details.

Options

Access the Minutes options by selecting the Options button.

Publish Minutes will make the minutes available to all meeting invitees within the Meeting Minutes, Transcription, & Recording panel.

After selecting Publish Minutes, Admins will have the option to create a custom message and notify the meeting invitees that the meeting minutes are available within the meeting. 

When published, all meeting invitees can access the meeting minutes within the meeting. A Published badge will be visible for Meeting Admins to display that the Minutes are published. 

Download PDF and Download Word Document will download a PDF and Word Document version of the current meeting minutes.

Export to Resources will save a PDF, Word Document, and/or hyperlink version of the current meeting minutes to a selected Resource folder.

After selecting Export to Resources, choose the folder, update the file name, select what file type(s) you'd like to save the minutes as, and select if you'd like to notify members with access to the resource folder that the minutes have been added.

Reset Minutes From Agenda will clear all current edits on the meeting minutes and default the minutes to the current version of the agenda. 

Switching to Minutes Builder

If you prefer to use OnBoard Minutes Builder to format and create your meeting minutes, you can switch to the switch to Minutes Builder within the meeting. 

Note: Only one method for creating minutes (Automated Minutes or Minutes Builder) can be used for a particular meeting.

To switch from Automated Minutes to Minutes Builder, select the Options dropdown in the Meeting Minutes, Transcription & Recording panel. Then, select Switch Minutes Experience. 

When prompted, select Switch to Minutes Builder to confirm, and you'll immediately be prompted to create a minutes template within Minutes Builder.

Note: If you have already already recorded, transcribed, or edited minutes using Automated Minutes, switching to Minutes Builder will permanently delete the recording, transcription, and minutes draft for the meeting.

Troubleshooting & FAQs

Names Not Appearing in Transcript when Recording in Teams

• If an attendee's name is not appearing in the transcript when using Teams, it may be a setting in the user's Teams account.
  • In Teams, have the user navigate to Settings and then Captions and Transcripts. Ensure that Automatically identify me in meetings captions and transcripts is toggled on.

OnBoard Recording Assistant Not Generating Transcript in Zoom - Disabled in-Meeting

• If the OnBoard Recording Assistant is not generating a transcript in Zoom, meeting captions may be disabled. 

  • To enable meeting captions, navigate to Host Caption Control Settings while in a Zoom meeting.

    

    Then, enable the setting called Allow Closed Captioning for this meeting

    

OnBoard Recording Assistant Not Generating Transcript in Zoom - Disabled Globally

• If you do not see an option to enable meeting captions in yourZoom client, the setting may be  turned off globally.
  • To resolve this, simply go to Zoom settings and flip the toggle for Automated captions

OnBoard Recording Assistant Does Not Start Recording in Zoom- Host Not Present

• The OnBoard Recording Assistant will need to request permission to record in Zoom. The Zoom meeting host will need to be present to grand the OnBoard Recording Assistant permission to record. 

OnBoard Recording Assistant Does Not Start Recording in Zoom- Host's Local Recording Setting Disabled

• If the host's global local recording setting is disabled, the OnBoard Recording Assistant will fail to record.
• How to fix: Host should enable their global user-level local recording setting in their Zoom user settings:

OnBoard Recording Assistant Does Not Start Recording in Zoom- Host Disabled Participants Permissions to Record

• In this case, the host has their global local recording setting enabled, but they can't grant participants permission to record locally, which is needed for the OnBoard Recording Assistant to record.
• How to fix: Host should enable this setting by checking the boxes labelled:
  • Internal meeting participants
  • External meeting participants

OnBoard Recording Assistant Does Not Start Recording in Zoom- Host Disabled Participants Permissions to Record in Current Meeting

• If the host has the proper user-level recording settings set up properly on the Zoom website, but has disabled the option to allow participants to request local recording within the meeting, the OnBoard Recording Assistant will not be able to record.
• How to fix: Host should enable this setting within the call: