Meeting Visibility Email Notifications inform meeting invitees when new information becomes available in an OnBoard meeting.

When a meeting’s Visibility setting is updated, Meeting Admins (users with full control of the meeting) can choose to notify meeting invitees by email. These notifications help readers know when they should review meeting details, the agenda, or the meeting book.

Types of Meeting Visibility Email Notifications

Different notification emails are sent depending on which visibility level is selected.

Meeting Details Notification

What is the Meeting Details Notification?

The Meeting Details Notification is sent when visibility is updated to Meeting Details Visible.

When updating the meeting to Meeting Details Visible, Readers can only see basic meeting information. This visibility level is ideal when first scheduling a meeting and collecting RSVPs.

Readers can access:

• Meeting title
• Date and time
• Location
• Remote meeting details (if configured)
• RSVP options

Readers cannot access:

• Agenda
• Agenda documents
• Meeting book

Meeting Details & Agenda Notification

What is the Meeting Details & Agenda Notification?

The Meeting Details & Agenda Notification is sent when visibility is updated to Meeting Details & Agenda Visible.

When the meeting is set to Meeting Details & Agenda Visible, Readers can see both the meeting details and the agenda structure.

Readers can access:

• Meeting details
• Agenda sections and titles

Readers cannot access:

• Agenda documents
• Meeting book

Agenda documents remain visible only to Meeting Admins and Contributors.

All Visible Notification

What is the All Visible Notification?

The All Visible Notification is sent when visibility is updated to All Visible: Agenda & Book.

When the meeting is set to All Visible: Agenda & Book, Readers can access all meeting content.

Readers can access:

• Meeting details
• Agenda
• Agenda documents
• Full meeting book

This visibility level is typically used when the meeting is finalized and ready for review.

Reminder and Update Emails

In addition to visibility‑based notifications, Meeting Admins can send reminder emails without changing visibility.

When does the Send Reminder button appear?

The Send Reminder button becomes available when the meeting visibility is set to All Visible: Agenda & Book.

When this visibility level is active, Meeting Admins can send reminder emails to invitees at any time.

What does Send Reminder do?

Send Reminder allows Meeting Admins to notify invitees of updates without changing the meeting’s visibility.

This is useful when:

• Documents are updated
• Final reminders are needed
• You want to prompt review without re‑publishing the meeting

What information appears in reminder emails?

If invitees have previously viewed the meeting book, the reminder email may include engagement data.

The email can display:

• Preparation Progress: Percentage of meeting documents viewed
• Changes Since Your Last Review: Highlights of new or updated content

Meeting Brief Emails

Meeting Brief Emails are automatic reminder emails sent before a meeting.

Meeting Brief Emails are delivered:

• 24 hours before the meeting, or
• 72 hours before the meeting

The timing depends on when the meeting visibility is set to All Visible: Agenda & Book.

Meeting Brief Emails closely resemble the All Visible email notification and are designed to encourage preparation.

What happens if Meeting Brief Emails are disabled?

Disabling Meeting Brief Emails in Organization Feature Settings also disables:

• All automatic meeting brief emails
• All custom messaging for meeting notifications

For full configuration details, see the Meeting Brief Email Notifications article in the Help Center.

FAQs

Who receives Meeting Visibility Email Notifications?

• Meeting invitees who have permission to view the meeting receive notifications when visibility changes and notifications are enabled.

Can I send a notification without changing visibility?

• Yes. Use the Send Reminder button when the meeting is set to All Visible: Agenda & Book.

Do Readers ever see agenda documents before All Visible?

• No. Agenda documents and the meeting book are only visible to Readers when the meeting is set to All Visible: Agenda & Book.

What is Preparation Progress?

• Preparation Progress shows the percentage of meeting documents a user has viewed in the meeting book.

What are Changes Since Your Last Review?

• This section highlights documents or content that changed after the invitee last reviewed the meeting.

Are Meeting Brief Emails customizable?

• Customization is available only if Meeting Brief Emails are enabled in Organization Feature Settings. Disabling them removes all custom messaging options.