Downloading OnBoard Meeting Materials

Meeting Downloads allow Meeting Administrators and Board Members to export key materials from an OnBoard meeting. These downloads help users review, share, or archive meeting content outside of the platform.

Download Availability Requirements

What Controls Whether Meeting Downloads are Available?

Meeting Downloads are controlled by both Organization and Meeting settings, and both must allow downloads for the options to appear.

• Organization-level settings determine whether downloads are allowed across the entire organization
  • See: Managing Organization Settings - Document Downloads
• Meeting-level settings determine whether downloads are enabled for a specific meeting
  • See: Meeting Settings - Document Download Setting.

If downloads are disabled at either level, some or all download options will not appear.

Accessing Meeting Downloads on Web

Where Do I Find the Downloads Option in a Meeting?

You can access Meeting Downloads directly from the Meeting Details screen.

Steps:

1. Open the meeting.
2. Locate the Meeting Details screen.
3. Find the Downloads link in the row of buttons just below the Invitees list.

What if I Don’t See the Downloads Button?

pIf your screen is smaller or has a lower resolution, the Downloads option may be hidden.

Steps:

1. Click the three‑dot (⋯) menu at the end of the button row.
2. Select Downloads from the menu.

Meeting Download Types

Once you select Downloads, you will see all export options available for that meeting.

Meeting Book

What is the Meeting Book Download?

The Meeting Book combines all uploaded meeting documents into a single PDF (Portable Document Format) file.

• The file downloads to your computer’s default Downloads folder.
• This option only appears if:
  • At least one document has been uploaded, and
  • The Administrator has enabled Meeting Book downloads

Meeting Book (With My Annotations)

What Does “With My Annotations” Include?

This option exports the Meeting Book PDF including annotations you personally created.

Important notes:

• Only your own annotations are included.
• Annotations created by other users are not included, even if they were shared with you.

Meeting Book (With All Annotations)

What Does “With All Annotations” Include?

This option exports the Meeting Book PDF including annotations that other users have shared with you.

• This option is only available to Meeting Admins.
• Only annotations you have permission to view are included.
• Private annotations from other users are not included.

Agenda

What is Included in the Agenda Download?

The Agenda download exports a Microsoft Word document (.docx) containing full agenda details.

The document includes:

• Each agenda section
• Section descriptions
• Time duration
• Assigned presenters

RSVP Report

What Information is Included in the RSVP Report?

The RSVP Report exports a Microsoft Excel spreadsheet (.xlsx) that tracks meeting attendance.

The report is available to Admins only, and includes:

• Each invitee’s RSVP response
• Whether users are marked as attending or not attending

Meeting Minutes

When are Meeting Minutes Available for Download?

Meeting Minutes are available as a PDF download only if they are enabled for your permission level in the meeting.

Minutes visibility can be set for:

• Meeting Administrators only, or
• All Readers of the meeting

Learn more:

• Minutes Builder
• Minutes AI

Accessing Meeting Downloads on Mobile and Tablet

Can I Download Meeting Materials From a Phone or Tablet?

If downloads are enabled, the OnBoard Mobile and Tablet apps provide two options for downloading Meeting materials:

1. The Share icon can be used to share, print, or download:
   • A link to the meeting
   • Agenda (Word)
   • Meeting Book PDF
   • Meeting Book PDF with Annotations
   • Meeting Minutes (PDF or Word), if available

2. Long‑press a document for quick actions:
   • Open File in Book
   • Share Link to File
   • Export File

Annotation Export Modes:

When exporting a Meeting Book, the annotations included will reflect your current viewing mode:

• Hide Annotations: No annotations included
• My Annotations: Only your annotations included
• Shared Annotations: Only annotations shared with you
• All Annotations: Your annotations plus shared annotations

To share the current version of the Meeting Book, select the Share icon at the top of the Meeting Book screen.

For more information on sharing and downloading on phone or tablet apps, review the Sharing the Meeting Materials section of the Accessing Meeting Materials article. 

Common Issues and Tips

Why Don’t I See All Download Options?

Some download options may be hidden if:

• Required permissions are not granted
• No documents or minutes exist
• Organization or Meeting settings restrict downloads

FAQs

• Anyone with access to the meeting can download materials if downloads are enabled. Permissions determine which materials a user can download.

Where do downloaded files save on my computer?

• Downloaded files are saved to your computer’s default Downloads folder unless your browser settings specify otherwise.

Can I download documents individually instead of as a Meeting Book?

• Yes: you can download individual documents from the agenda sections if downloads are enabled.

Do Meeting Book downloads include private annotations?

• No. Private annotations created by other users are never included in your downloads.

Why is the Meeting Book option missing?

• The Meeting Book option will not appear if:
  • No documents have been uploaded, or
  • The feature has been disabled by an Administrator

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.