How to Create a Meeting Agenda and Upload Documents in OnBoard
This article explains how to create, manage, and download a meeting agenda in OnBoard, including how to add sections, upload documents, manage permissions, link actions, and prepare a board book (also called a meeting packet).
This guide is written for Meeting Administrators and Contributors who are responsible for building and organizing meeting materials.
| Explore the Meetings course and others in the OnBoard Administrator 101 Learning Path, on OnBoard Academy - link: Meetings |
Composing the Agenda
How Do I Start Composing a Meeting Agenda?
You can begin composing a meeting agenda by opening the Agenda tab or selecting Edit Agenda from the Meeting Details page.
Steps:
- Open the meeting.
- Select either:
- Agenda tab at the top left of the screen,
- Edit Agenda button under "Create Agenda" in the Complete Meetings tracker, or
- Edit Agenda button in the Agenda panel.
- You are taken to the Compose Agenda screen where editing begins.
| NOTE: The appearance and numbering style of your agenda are controlled by Organization Feature Settings. |
Managing Agenda Sections
How Do I Add a New Agenda Section?
You can add a new agenda section using the + Section or Add New Section button.
Steps:
- Click + Section.
- Type the section title.
- Press Enter to create another section, or click + Section again.
| NOTE: Section titles are limited to 258 characters. |
Creating Sections With Agenda AI
If your organization has Agenda AI, you can add sections and create the agenda outlines from documents and prompts.
| For more information, see the Agenda AI article. |
Adding Sections and the Complete Meetings North Star Metric
As soon as you have created the first Agenda section for a Meeting, the Create Agenda option in the Complete Meetings tracker will be checked off. This helps you stay on track as you work towards completing the full meeting process.
How Do I Add Subsections to an Agenda?
You can add subsections by indenting a section or using the Add Subsection icon.
Options:
- Click the Add Subsection icon.
- Or indent an existing section using the Indent Section button.
How Do I Indent an Agenda Section?
Indenting creates a subsection, while unindenting restores it to a higher level.
Steps:
- Select the section.
- Click Indent Section.
| NOTE: Sections can only be indented up to 4 levels deep. |
How Do I Unindent an Agenda Section?
Unindenting restores an indented section to a higher level.
Steps:
- Select the section.
- Click Unindent Section.
How Do I Move Agenda Sections?
You can move sections (and all of their subsections) using the Up and Down arrows.
Steps:
- Select the section.
- Click Up or Down.
How Do I Delete an Agenda Section?
You can delete an agenda section using the Delete icon.
Steps:
- Select the section.
- Click the red Delete icon.
- Confirm the deletion when prompted.
How Do I Save Agenda Changes?
Changes are saved manually.
Steps:
- Click Save Changes.
- Editing controls will be hidden.
- Select a section's tile or the Edit Details again to continue editing.
| NOTE: Leaving the page without saving triggers an Unsaved Changes alert. |
How Do I Create Unnumbered Agenda Sections?
You can remove numbering from individual sections.
Steps:
- Click the section number.
- Select Remove Section Numbering.
To restore numbering:
- Click + and select Enable Section Numbering.
| NOTE: Unnumbered sections do not appear in the Table of Contents. |
Importing an Agenda from Microsoft Word
What is the Import Agenda Feature?
OnBoard’s Agenda Import feature allows you to automatically create a meeting agenda outline by uploading a Microsoft Word document. If you already have your meeting’s agenda outline prepared in Word, you can import that file and OnBoard will generate the agenda structure based on the document’s formatting.
| NOTE: The Import Agenda option is not available when Agenda AI is enabled for your organization. |
How Do I Use the Import Agenda Feature?
To import your agenda outline, begin by opening the agenda editor for your meeting.
Steps:
- Click Edit Agenda in the Compose Agenda area of the meeting.
- Click Import Agenda in the upper‑right corner of the screen.
-
(Recommended) Select "agenda document template" to download and use the Agenda Document Template.
- Helps to correctly format the existing outline of your agenda.
Once you have your agenda outline prepared, click to upload the Agenda Word Document from your computer, or drag the file into the "Drop file here" area.
The document you choose will need to be formatted in a very specific way, which is described below. Alternatively, you can download the provided template from the link shown in this screenshot.
How Should I Format the File for Import
There are two critical requirements that must be met for an agenda outline to import correctly:
- The file must be a Microsoft Word document ending in .DOC or .DOCX.
- The agenda must be formatted as a bulleted list, numbered list, or outline.
In the example below, the Numbering feature in Word’s toolbar is enabled. Because the agenda is properly formatted, each line will import into OnBoard as its own agenda section.
In the next example, neither Numbering nor Bulleted Lists are enabled. When these formatting tools are turned off, Word does not apply the structure OnBoard needs to recognize agenda sections. As a result, no sections will be imported.
A simple fix for the issue shown above is to highlight all agenda items that should become sections, then turn on the Numbering feature in Word.
There may be a small amount of cleanup needed after applying numbering, but once formatting is corrected, the agenda can be imported successfully.
| NOTE: You can only import the outline of your agenda. Including additional information (such as descriptions, presenters, guests, durations, or notes) may cause the import to fail or result in incorrect formatting. |
How Do I Import the Agenda File
Once your file is properly formatted and ready to upload, you can import it into your meeting.
You can either:
- Click Add Document to browse your computer for the file, or
- Drag the file into the “Drop file here” area.
If the agenda file uploads successfully and the formatting is valid, you will see a confirmation screen that allows you to Add the Agenda information from the imported file.
After the import is complete, you will be returned to the Compose Agenda screen. A brief confirmation message will appear at the bottom of the screen indicating that the Agenda Imported successfully.
Editing Agenda Section Details
Editing an Agenda Section allows you to manage timing, descriptions, documents, permissions, presenters, and linked actions for a specific part of a meeting. This ensures each section of your agenda is clear, organized, and ready for participants before and during the meeting.
How Do I Edit an Agenda Section’s Details?
You can edit section details from the Compose Agenda screen or Meeting Details page.
Steps:
- Click Edit Details next to a section.
- A side panel opens for editing.
What Details Can I Edit for Each Section?
In the fly‑out panel, you can edit:
- Duration
- Description
- Documents
- Presenters and guests
- Linked actions (approvals, surveys, eSignatures)
- Section permissions
How Does Section Duration Work?
Section Duration controls how long each agenda section lasts and helps track meeting timing.
How Section Duration Is Calculated
The section duration determines:
- How long the section runs
- The automatic start time of the section based on:
- The meeting’s start time
- The durations of sections before it
How Does the Agenda Pacer Line Use Duration?
The Agenda Pacer Line is a visual time‑tracking tool that:
- Displays a red line showing where the meeting should be in real time
- Updates automatically based on section durations
| To learn more, see: Agenda Time Management: The Agenda Pacer Line. |
What Is a Section Description and How Do I Use It?
A Section Description allows you to add written context, notes, and links to an agenda section.
What Can I Add to a Section Description?
The Section Description supports rich text editing, including:
- Bold, Italic, and <u>Underline</u> formatting
- Bulleted and numbered lists
- Hyperlinks
How Do I Add Links to a Section Description?
Adding links allows attendees to quickly access related materials.
Steps to Add a Hyperlink
- Click the Link button in the Section Description toolbar.
- Enter a Link Name (this is what users see).
- Enter a Link Destination by:
- Pasting a URL, or
- Clicking the folder icon to select an OnBoard Resource.
- Save the link.
Links can point to:
- External websites
- OnBoard Actions (Approvals, Surveys, eSignatures)
- Resource Library documents
- Other meetings or agenda items
How Do I Add Lists to a Section Description?
Lists help organize information clearly within a section.
Ways to Create Lists:
- Click Bulleted List or Numbered List to start a new list
- Highlight existing text and click a list button to convert it
How Do I Attach Documents to an Agenda Section?
Attaching documents builds the Meeting Book (sometimes called the Board Book).
Ways to Upload Documents
You can attach documents by:
- Clicking Add Document, or
- Dragging and dropping files
- Into the Drop files here area
- Directly into an Agenda section
1 - Selecting "Add Document"
-
If selecting Add Document, you can:
- Upload from your computer
- Select files from your organization’s OnBoard Resource Library (if you have permission)
How Do Local Uploads Work?
When uploading from your computer:
- Select the file(s) from your operating system’s file explorer.
- The documents are uploaded directly into the Agenda Section.
How Do I Add a File from OnBoard Resources?
When choosing OnBoard Resources:
- Browse folders you have permission to view.
- Select one or more files.
- Click Select Resources to add them to the meeting.
You can repeat this process as many times as needed to add additional documents.
2 - How Do I Drag and Drop Files?
Admins with the correct permissions can drag and drop files from a computer's storage into an Agenda section.
- Drag and Drop into the Drop files here area.
- Drag and drop directle into an Agenda section.
| NOTE: Recommended maximum file size: 500 MB. Large files may need compression before upload |
Adding Documents and the Complete Meetings North Star Metric
As soon as you have added the first document to an Agenda section for a Meeting, the Add Agenda Documents option in the Complete Meetings tracker will be checked off. This helps you stay on track as you work towards completing the full meeting process.
Managing Uploaded Documents
What Actions are Available After Upload?
Once uploaded, the three-dot menu next to each document can be used for:
- Renaming
- Downloading (if allowed by settings)
- Moving to the Supplementary Document category
- Deleting
Can I Reorder Documents?
Yes. When multiple documents are attached:
- Use the drag handle to reorder documents
-
Drag documents between Book Documents and Supplementary Documents
Book Documents vs Supplementary Documents
What are Book Documents?
Book Documents:
- Appear above the Supplementary Document label
- Are compiled into the official Board Book
- Display in one continuous scrolling view when the Book is opened
Adding Supplementary Documents
How Do I Make a Document Supplementary?
To add a Supplementary Document:
- Upload the document
- Drag it below the Supplementary Document label using the handle
Is There Another Way to Mark a Document as Supplementary?
Yes. You can also:
- Click the three‑dot menu
- Select Make Supplementary Document
Documents below the Supplementary Documents section:
- Are not compiled into the Board Book
- Display an icon showing a book with a line through it
Can Supplementary Documents still be opened?
Yes. Supplementary Documents can be opened individually:
- From the Meeting Details page, or
- From the Agenda while viewing the Board Book
They open in a separate window showing only that document.
Permission Section Members
What are Agenda Section Permissions?
Agenda Section permissions control who can view or edit a specific section and its sub‑sections.
How Do I Edit Section Permissions?
To edit permissions:
- Open Edit Details for the Agenda Section.
- Click Permission Section Members.
What Permission Changes can be Made?
From this screen, you can:
- Exclude Readers from the section entirely
- Grant higher permissions for that section only
For example, a user may be a Reader for most of the meeting but a Contributor or Admin for one specific section.
| NOTE: Administrators and Contributors with permissions at the Meeting level cannot have their permissions changed at the Agenda Section level because they control all aspects of the meeting. |
Linking Action Items to Agenda Sections
What Does Linking an Action Item Do?
Linking an Action (such as an Approval, Survey, or eSignature) makes the Action accessible from the Agenda during the Meeting.
Users who have permission to the Action will see it in the Agenda Section and can complete it during the meeting.
For more information, see Linking an Action to a Meeting in the OnBoard Help Center.
Presenters and Guests
Why Add Presenters or Guests to a Section?
Adding Presenters and Guests helps participants understand:
- Who is leading the section
- Whether there are special or external attendees
How Do I Add an Internal User?
To add a Presenter or Guest:
- Click into the name field.
- Start typing a name.
- Select an existing OnBoard user from the list.
How Do I Add Someone Outside My Organization?
If the Presenter or Guest is not an OnBoard user:
- Type their name.
- Press Enter or click Add.
The name will be added as a listed Presenter or Guest.
Presenters and guests will be listed in the description area of the Agenda Section they are added to.
Downloading the Meeting Agenda
How Do I Download a Meeting Agenda?
You can download a single‑sheet meeting agenda from the Meeting Details page after the agenda has been created.
If Downloads are enabled by your organization, this option will be available to all permission types.
Steps to Download a Meeting Agenda
- Open the Meeting Details page for the meeting.
- Select Downloads.
- On smaller screens, this option may appear under the three‑dot (⋯) menu.
- Choose Agenda from the list of available downloads.
- Open, print, or save the downloaded agenda for later use.
What happens after I download the agenda?
The agenda is downloaded as a single sheet that can be shared digitally or printed for in‑person meetings.
| NOTE: If you do not see the Downloads option, your organization may have disabled downloads. An Administrator can confirm this in meeting settings. |
Understanding Meeting Action Icons
What are Meeting Action Icons?
Meeting Action Icons are small, color‑coded indicators on the Meeting Details page that show what content is available or the current status of a meeting.
These icons help users quickly understand what they can access without opening additional pages.
Archived (red lock)
- Meaning: The meeting is archived; editing is locked.
- Appears when: The meeting has been archived.
View Book (blue book)
- Meaning: A meeting book is available to view.
- Appears when: A book exists and you have access (you’re an admin, the meeting is published, or you’re a contributor and the agenda is visible).
View Linked Actions (green check)
- Meaning: Action items (such as approvals or votes) are linked to the meeting.
- Appears when: At least one action is linked to the meeting.
View Linked Tasks (teal ballot‑check)
- Meaning: Tasks linked to the meeting are visible to you.
- Appears when: Tasks are linked and you’re assigned to them or have permission to view them.
View Minutes (purple comment lines)
- Meaning: Meeting minutes are available.
- Appears when: Minutes have been created and you have permission to view them.
FAQs
How do Agenda Section permissions work (and what do they override)?
- Agenda Section permissions control access to a specific agenda section and its sub-sections, and they override meeting-level permissions for that section (with a few exceptions). Individual user permissions can also override group permissions.
Are there any limits or exceptions to Agenda Section permissions?
- Yes—Meeting-level permissions can’t be downgraded in certain ways (for example, a Meeting Admin can’t be set as a Section Reader), and Meeting Admins/Contributors can’t be excluded from agenda sections.
What’s the difference between Book Documents and Supplementary Documents?
- Book Documents are included in the compiled Meeting Book, while Supplementary Documents are not compiled into the Meeting Book (they’re meant as extra reference material).
Can Supplementary Documents still be opened and reviewed?
- Yes—Supplementary Documents can still be opened individually (often in a separate/popup view), even though they aren’t included in the compiled Meeting Book.
Why did my Agenda Import fail (or import nothing)?
- Agenda Import requires a Word file (.DOC/.DOCX) and the outline must use Word list formatting (numbered/bulleted/ordered list); if list formatting isn’t applied, OnBoard may not recognize any sections to import.
Why don’t I see the “Import Agenda” button?
- In some cases (notably when using Agenda AI workflows), the Import Agenda button may not be available; teams have noted alternate flows like attaching an agenda file and using a generate/draft workflow instead.
Why don’t some agenda sections appear in the Table of Contents (TOC)?
- Unnumbered agenda sections may not appear in the TOC, and TOC behavior is also controlled by meeting settings (what elements are included).
Why can’t people download the agenda/book/documents (or why are export options missing)?
- Downloads can be disabled at either the meeting level or the organization level; when disabled, users can still view materials in OnBoard but can’t export/save them.
OnBoard Group Trainings:
If you are interested, we do offer further education. You can find the calendar and register for OnBoard Admin group training sessions by clicking here.
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