Meeting Visibility lets meeting Administrators control how much of a meeting other users can see. This helps when we want people to know a meeting is scheduled, but we’re not ready to share the full agenda or meeting book yet.
| Explore the Meetings course and others in the OnBoard Administrator 101 Learning Path, on OnBoard Academy - link: Meetings |
What is Meeting Visibility in OnBoard?
Meeting Visibility is a dropdown setting that controls what meeting content is visible to other users (based on their meeting permissions).
Important: Meeting Visibility is different from meeting permissions.
- Permissions decide who can access the meeting at all (Reader, Contributor, Administrator).
- Visibility decides what they can see right now (meeting details, agenda, and/or meeting book).
What is the Default Meeting Visibility for a New Meeting?
New meetings default to Unpublished, which means only meeting Admins can see the meeting.
Meeting Visibility States
What are the Meeting Visibility States?
Each visibility state reveals more of the meeting to users who already have permission to access it.
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NOTE: If you see an info icon |
What Does Each Visibility State Mean?
| Visibility state | Reader can see | Contributor can see | Administrator can see |
|---|---|---|---|
| Unpublished | Not visible (can’t see the meeting) | Not visible (can’t see the meeting) | Full admin access (meeting is visible to Meeting Admins only) |
| Meeting Details Visible | Meeting basics only: Name, Date/Time, Location (agenda + book hidden) | Can access meeting basics; typically when Contributors may begin uploading to their sections (based on permissions) | Full admin access |
| Meeting Details & Agenda Visible | Meeting details + agenda structure (no agenda docs; no book) | Agenda docs remain visible to Admins + Contributors (not Readers); contributors can upload to allowed sections | Full admin access |
| Publish Meeting - Detials, Agenda & Book Visible | Everything: details, agenda, agenda docs, full meeting book | Full meeting content is visible; contributor work is now visible to Readers too | Full admin access + Send Reminder available at this state |
When To Use Visibility States for Readers
Unpublished
- Use this when we want the meeting to stay private while we build it.
Meeting Details Visible
- Use this when we want Readers to see the meeting basics, but not the agenda or book.
Meeting Details & Agenda Visible
- Use this when we want invitees to see the full agenda, but not the meeting book.
Publish Meeting - Details, Agenda & Book Visible
- Use this when we are ready for users to see everything. This is the final state and is considered Published.
| NOTE: By setting the visibility state to Publish Meeting - Details, Agenda & Book Visible, the Publish Meeting step in the Complete Meetings tracker (visible to Meeting Admins only) is completed. |
Notifying Users of Meeting Visibility Changes
When we change Meeting Visibility to any option other than Unpublished, OnBoard prompts us to notify users who have permission to the meeting.
How Do We Notify Users While Updating Visibility?
When the notification prompt appears, we can:
- Choose whether to notify users about the change
- Add an optional custom message (if the prompt allows it)
| Review the article on Meeting Email Notifications for email examples. |
If we haven’t sent a calendar event from the meeting yet, we may also have an option to send a calendar event so the meeting appears on users’ calendar apps.
| For more information on Calendar Integration, explore the article here: Calendar Integration Article |
Sending Reminders When Meeting is Published
Unpublishing a Meeting
Can We Change Meeting Visibility Back to Unpublished?
Yes. We can change Meeting Visibility at any time as long as the meeting has not been archived. If we need to work privately again, we can set the meeting back to Unpublished.
What Happens If We Use Calendar Integration and Unpublish the Meeting?
If we are using Calendar Integration (a feature that links the meeting to a calendar event), unpublishing can prompt Admins to remove or keep the linked calendar event.
When setting Meeting Visibility to Unpublished, we may see options like:
- Select Yes: Unpublish the meeting and delete the linked calendar event and send a cancellation email
- Select No: Unpublish the meeting but keep the linked calendar event
FAQs
What is Meeting Visibility used for?
- Meeting Visibility controls what parts of a meeting users can see (details, agenda, and meeting book). It helps us share the meeting gradually while we are still preparing content.
Who can see an Unpublished meeting?
- Only meeting Administrators can see an Unpublished meeting.
When can Contributors start uploading documents?
- Contributors can usually begin uploading documents once the meeting is set to Meeting Details Visible (and later states), based on the permissions they were granted.
What’s the difference between “Meeting Details Visible” and “Meeting Details & Agenda Visible”?
- Meeting Details Visible shows basic meeting information (name, date/time, location) but hides the agenda. Meeting Details & Agenda Visible shows the full agenda to invitees, but still keeps the meeting book hidden.
What does “Publish Meeting - Details, Agenda & Book Visible” mean?
- It means the meeting is Published and users with access can see the meeting details, the full agenda, and the meeting book.
Will users automatically get an email when visibility changes?
- When we change visibility to anything other than Unpublished, OnBoard prompts us to notify users. We can typically choose whether to send that notification and may be able to add a custom message.
Can we change Meeting Visibility after a meeting is archived?
- No. Meeting Visibility can be changed any time as long as the meeting hasn’t been archived.
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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