Overview of Minutes Builder

What is Minutes Builder and Why Should You Use It?

Publishing minutes helps:

• Close the meeting lifecycle
• Maintain a single source of truth
• Preserve decision-making history

Starting Minutes in Minutes Builder

How Do You Start Creating Meeting Minutes?

To create or edit meeting minutes, you must be a Meeting Administrator. Contributors cannot manage minutes.

Steps to start:

1. Go to the meeting’s Details page
2. Click Start Minutes
   
   
    
3. Select Get Started under one of the following options:

• Start from Scratch
• Start from a Copy of the Agenda

What Happens When You Start From a Copy of the Agenda?

Selecting Start from a Copy of the Agenda pulls your current agenda into the minutes so you can build on it.

What Happens When You Start From Scratch?

Choosing Start from Scratch gives you a blank canvas without any agenda content.

What Content is Added Automatically?

When minutes are created, OnBoard automatically includes:

• Meeting details (title, date, location)
• Attendance list

These appear as editable blocks.

Editing Meeting Minutes

How Do You Edit Minutes After Starting Them?

Once created, you’ll land on the Edit Minutes screen.

To edit later:

1. Open the meeting minutes
2. Click Edit Minutes (top right)

Who Can Edit Meeting Minutes?

Only Meeting Administrators can:

• View minutes initially
• Make edits

Collaborating on Minutes

How Can You See Who Else is Editing the Minutes?

You can see active editors in the top-right corner:

• Each admin has a color identifier
• The color highlights the block they are editing
• Their name appears on their active block

How Do You Edit a Block Someone Else is Working On?

To take over editing:

1. Click Edit Anyway
2. Confirm by clicking Continue

This will:

• Lock the block for your editing
• Remove access from the other admin temporarily

Adding and Managing Minute Blocks

What Are Minute Blocks?

Minute blocks are sections that hold content, such as notes, decisions, and tasks.

How Do You Add a New Block?

To add a block:

• Click Add Section in the top left

• Or use the "+" icon throughout the page

•  Or hover your mouse cursor over the line next to the plus "+" icon to view the Block types to add

How Do You Rename a Block?

Click the block title and type a new name.

Minutes Block Options Menu

The 3 dotted menu at the top right corner of each Minutes Block will allow you to view more editing options. Some options will be different depending on the Block type.

How Do You Move or Organize Blocks?

You have two options:

Option 1: Drag and drop

• Use the left-side handle

Option 2: Menu options

• Click the three dots
• Choose:
  • Move Up / Down
  • Move to Top / Bottom
  • Indent / Outdent

How Do You Collapse Blocks?

To collapse sections:

• Click Collapse All Sections (top left)

• Or toggle individual arrows

Minutes Block Types

Meeting Header Block

What Does the Meeting Header Block Display?

The Meeting Header block displays key details about the meeting at a glance.

It includes:

• Meeting name
• Date
• Location
• Organization branding

You can customize which details appear in the header.

How Do You Show or Hide Meeting Details in the Header?

• To show or hide individual details:
• Click the three-dot menu on the right side of the block
• Select Edit Header Display Settings
• Choose which fields to display or hide

Attendance Block

How Does the Attendance Block Work?

The Attendance block is used to track who attended the meeting and their participation status. Like other blocks, it can be added or moved anywhere within your minutes.

How are Members and Guests Added to the Attendance Block?

When the block is added:

• Members are automatically populated from meeting invitees
• Guests are pulled from agenda sections

How Do You Mark Attendance Status?

To update attendance:

• Click the icon next to a person’s name
• Choose:
  • Present
  • Absent
  • Attending remotely

How Do You Add New Members or Guests?

To add attendees:

1. Click the “+” button next to Members or Guests
2. Enter the new name(s)

How Do You Remove Someone From the Attendance Block?

To remove a user:

• Click the “X” icon next to their name

How Do You Create Custom Attendance Categories?

You can create categories such as Speakers or Presenters.

To create a custom list:

1. Click the Options menu (three dots)
2. Select Add Custom Attendance List

3. Enter:
   • List name
   • Names (separate multiple people with commas)

4. Click Add to include the list in your Attendance block

How Do You Show or Hide Attendee Titles and Prefixes?

To customize displayed details:

1. Click the three-dot menu on the Attendance block
2. Toggle titles or prefixes on or off
   • These details are pulled from user profiles

Note Block

What is the Note Block Used For?

The Note block is the most commonly used block for capturing general meeting notes.

You can:

• Type rich text
• Create bullet or numbered lists
• Insert hyperlinks
• Format text (bold, italics, etc.)

Motion Block

How Do You Use the Motion Block?

The Motion block captures formal motions made during a meeting.

Include:

• A short description of the motion
• Who made the motion
• Who seconded it
• The final result

Task Block

What is the Task Block Used For?

The Task block is used to create and track action items that result from the meeting.

What Information is Required for a Task Block?

When adding a task, include:

• Description (required)
• Assignee (optional)
• Due date (optional)

What Happens After a Task is Created?

Once saved:

• The task appears in the Tasks dashboard
• Assigned users receive notifications
• The task is automatically linked to the meeting
• The creator is added as a Viewer

Who Can Edit Task Blocks?

By default:

• Only the creating Meeting Admin can edit the task block

To allow others:

• Add them as Viewers or Assignees within the task itself (not the task block)

Discussion Topic / Agenda Section Block

What is the Discussion Topic Block Used For?

This block mirrors agenda sections within the minutes and allows you to organize discussion topics. It is helpful when adding unplanned/added agenda items that came up during the meeting or items added to the agenda after the minutes were created.

Does this Block Change the Meeting Agenda?

No. This block:

• Only changes how content appears in the minutes
• Does not affect the actual meeting agenda

How Do You Customize What Appears in the Block?

To adjust displayed content:

1. Click the three-dot menu
2. Choose which items to show or hide

What Elements Can You Show or Hide?

You can toggle:

• Presenters
• Guests
• Agenda descriptions
• Attached documents
• Linked actions

Admin-Only Note Block

What is the Admin-Only Note Block?

The Admin-Only Note block allows Meeting Administrators to add private notes that are not visible to other participants.

These notes:

• Support rich text formatting
• Are highlighted differently
• Include a visibility indicator

This is useful for:

• Internal comments
• Review notes
• Sensitive information

Setting Minutes Visibility

How Do You Make Meeting Minutes Visible to Attendees?

To share minutes with all invitees:

1. Go to the View Minutes page
2. Toggle visibility to All Meeting Invitees

What Happens When You Publish Minutes?

Publishing:

• Completes the meeting workflow
• Makes minutes visible to all invitees
• Ensures a single official record

What Are the Requirements for Publishing?

To publish minutes:

• The meeting must be set to Meeting Details Visible or higher

If not:

• You will be prompted to publish the meeting first

Do Agenda Permissions Apply to Minutes?

No. Once published:

• All minutes content becomes visible
• Agenda section restrictions do not apply

Workaround:

1. Export the full minutes to a Resource folder
2. Restrict folder permissions
3. Remove sensitive sections before publishing

You'll be able to choose whether to notify the Invitees that the Minutes are available to view, and to add a custom message.

Minutes Options Menu

What Can You Do From the Options Menu?

The Options menu allows Meeting Administrators to manage and distribute meeting minutes directly from either the Meeting Details page or the Minutes Builder. From this menu, you can publish minutes, notify attendees, request reviews, and perform other key actions.

Plan Information

Minutes Builder is included in OnBoard's Premium Plan, Ultimate Plan or available as an add-on. To add Minutes Builder for your organization contact your Account Manager today. 

FAQs

OnBoard Group Trainings:

If you are interested, we do offer further education. You can find the calendar and register for OnBoard Minutes Builder group training sessions by clicking here.