Some organizations need to share meeting agendas and materials with the public. Public Posting in OnBoard lets you publish selected meeting content to an external web page with a shareable link. You can choose which meetings (and which documents) are public, and keep everything else private.

What is “Public Posting” in OnBoard?

Public Posting creates an external (public) page for a meeting. Anyone with the link can view the content you selected to publish.

What Stays Private?

Only the items you select during publishing are shown publicly. Everything else remains visible only to users in your organization who have access.

Who Can Publish a Meeting?

Typically, users with meeting-level admin permissions (often called Meeting Administrators) can publish meetings.

What should I prepare before I publish?

Do I Need to Worry About Accessibility (ADA)?

ADA stands for the Americans with Disabilities Act. In this context, it means your public documents should be accessible (for example, readable by screen readers).

Best practice for accessibility:

• Use Adobe PDF files when possible.
• OnBoard can convert Microsoft Office files (like Word or PowerPoint) into PDFs, but your organization is responsible for making sure the final documents meet your accessibility requirements.

Publishing the Meeting

How Do I Publish a Meeting to the Public?

Step 1: How Do I Open the Meeting I Want to Publish?

1. In the left navigation, click Meetings.
2. Select the meeting you want to publish.

Step 2: Where Do I Find the Publish Meeting Option?

1. With the meeting open, click the meeting’s Settings button.

2. In the Settings menu, scroll to Publish Meeting.
3. Click Select Content and Publish.

Step 3: What is the Accessibility Warning Prompt?

A warning prompt appears before you continue.

Why Does This Warning Matter?

OnBoard supports many document types. If you need strong accessibility support for public posting, PDFs are usually the safest choice. OnBoard may flag documents that might not meet accessibility standards.

Step 4: What Options Can I Include on the Public Page?

After you click CONTINUE, you’ll see a publishing panel with display options at the top.

At the top of the panel, you can choose to show or hide:

• Display meeting location on the published external page
  • Shows the text from the Meeting Location field on the public page.
• Display agenda section descriptions on the published external page
  • Shows agenda section descriptions publicly.
• Display remote meeting link
  • Shows a hyperlink from the Setup Remote Meeting details on the public page.

Step 5: How Do I Choose Which Agenda Sections and Documents are Public?

In the same panel, you can select:

• Which agenda sections are public
• Which documents are public

You may also see a warning next to documents that might not meet accessibility standards.

1. Use the checkboxes to select what you want to publish.
2. Click Publish Meeting.

Step 6: How Do I Copy and Share the Public Meeting Link?

After publishing, OnBoard shows a link to the public page for that specific meeting.

• Click Copy to copy the hyperlink.

Who Can Use This Link?

Anyone with the link can view the published content (no OnBoard login required).

Tip: This link is for one meeting only. If you want a link that shows all public meetings, see the next section.

What Does the Public Posting Page Look Like?

Here’s an example of what appears on the public posting page:

Linking the Organization’s List of Public Meetings

How Do I Get a Link to My Organization’s List of Public Meetings?

If you want one link that shows a dynamic list of all publicly posted meetings:

1. Go to Organization Settings (in the main navigation).
2. Click the Feature tab at the top.
3. Scroll to the Public Posting panel.
4. Find the Public Meeting URL and click Copy.

You can click the Copy button to the right of the Public Meeting URL to easily copy and paste the link.

What Will the Public See?

All publicly posted meetings for your organization appear on that page. Selecting a meeting title opens the public page for that meeting.

Linking a Group’s List of Public Meetings

How Do I Get a Link to a Group’s List of Public Meetings?

If you only want to share public meetings for a specific group (like a committee):

1. Go to your Directory.
2. Click the Groups tab.
3. Select the group you want.

3. At the top of the group page, find the Public Group URL.
4. Click Copy.

Locate the Public Group URL at the top of the group and use the Copy button to easily copy and paste the link.

What Will the Public See?

Only the publicly posted meetings for that group will appear.

Public Posting and Meeting Visibility Status Settings

How Do Public Posting and Meeting Visibility Work Together?

Public Posting and Meeting Visibility status are independent settings. If you publish a meeting publicly, the selected content can be visible through the public link even if the meeting’s visibility status inside OnBoard is still “Unpublished.”

Will the Public Page Update if I Change the Meeting Later?

No. Once a meeting is published publicly, the public page does not automatically update when you change the meeting in OnBoard.

How Do I Update the Public Version?

To make changes appear publicly, you must:

1. Unpublish the public posting
2. Publish the public posting again with your updated selections

Posting Future Meetings

Why Don’t Future Meetings Show Up Yet?

If you publicly post a list of upcoming meetings, meetings scheduled for the following year will not appear on the public site until October 1 of the year before.

Example:

• If you schedule a meeting for February 14, 2026
• And you publish it in January 2025
• It will not display on the public posting site until October 1, 2025