Meeting Brief Emails

What are Meeting Brief Emails?

Meeting Brief Emails are automatic reminder emails that help meeting attendees get ready for an upcoming meeting.

These emails can include:

• A reminder to review the Meeting Book (the compiled packet that includes the agenda and attached documents)
• Basic meeting details, such as:
  • Meeting name
  • Location
  • Date and time
• Recent changes to the meeting, agenda sections, or documents
• An attendee’s RSVP status (RSVP means the attendee’s response to the invitation)
• Preparation progress and changes since the attendee last reviewed the meeting, when available

Delivery Timing

When are Meeting Brief Emails sent?

Meeting Brief Emails are scheduled to send automatically when a meeting is published (also called Publish Meeting: Agenda, Details & Book Visible or Published, depending on the article or screen).

As a meeting administrator, you do not need to turn on a separate setting for each meeting, as long as:

• The meeting is set to Published
• The feature has not been disabled at the meeting or organization level

The exact send time depends on when the meeting becomes Published.

What Happens if the Meeting is Made Published More Than 72 Hours Before it Starts?

If the meeting is made Published more than 72 hours before it starts, attendees receive the Meeting Brief Email at 6:00 AM, 3 days before the meeting date.

Important details:

• The 6:00 AM send time uses the time zone set in Organization Info
• This is the standard send behavior when the meeting is published early

What Happens if the Meeting is Made Published Less Than 72 Hours Before it Starts?

If the meeting is made Published less than 72 hours before it starts, attendees receive the Meeting Brief Email 24 hours before the meeting start time.

This timing applies when the meeting is published within the 72-hour window, but still at least 24 hours before the meeting begins.

What Happens if the Meeting is Made Published Less Than 24 Hours Before it Starts?

If the meeting is made Published less than 24 hours before it starts, no automatic Meeting Brief Email will be sent.

In this case, meeting administrators can still manually send a reminder email to attendees by selecting Send Reminder from the Meeting Details page.

Can a Meeting Trigger Both the 72-Hour and 24-Hour Meeting Brief Emails?

Yes, in rare cases, a meeting can trigger both the 72-hour and 24-hour Meeting Brief Emails.

This can happen when:

1. A 72-hour Meeting Brief Email has already been sent
2. A meeting administrator later changes key meeting details after that email was sent
3. The changes happen before the 24-hour mark

Examples of changes that may cause this include updates to:

• Meeting name
• Start date
• End date
• Address or location

Disabling Meeting Brief Emails

How Do I Disable Meeting Brief Emails For One Meeting?

You can disable Meeting Brief Emails for one meeting in that meeting’s settings.

To disable Meeting Brief Emails for a single meeting:

1. Open the meeting
2. Go to Settings
3. Find the Meeting Brief Emails option
4. Check Disable Automatic Meeting Updates

This setting disables Meeting Brief Emails for that specific meeting only.

How Do I Disable Meeting Brief Emails for My Whole Organization?

You can disable Meeting Brief Emails for your whole organization in Organization Settings.

To disable Meeting Brief Emails across the organization:

1. Go to Settings in the main navigation
2. Select the Features tab
3. Find the Meeting Brief Email toggle
   • Turn the feature off

What Happens if I Disable Meeting Brief Emails?

If you disable Meeting Brief Emails, automatic pre-meeting summaries are turned off.

Important notes:

• Disabling this feature for a specific meeting stops Meeting Brief Emails for that meeting only
• Disabling this feature at the organization level affects the whole organization

Email Contents

What Information Appears in a Meeting Brief Email?

A Meeting Brief Email includes key meeting details and preparation information to help attendees get ready.

The email may include:

• Meeting name
• Meeting location
• Meeting date and time
• RSVP tools
• The attendee’s current RSVP status
• Notable changes since the attendee last reviewed the meeting
• An estimate of how much of the meeting and Board Book the attendee has already viewed

What Does “Preparation Progress” Mean?

“Preparation Progress” means an estimate of how much of the meeting content an attendee has viewed.

Important notes:

• A document must be viewed for at least 10 seconds to count as viewed
• These percentages are approximate, not exact
• Time spent on short pages, image-heavy pages, or quick scans may affect the estimate

What Does “Changes Since Your Last Review” Mean?

“Changes Since Your Last Review” means the email may show updates made after the attendee last viewed the meeting.

These changes may include updates to:

• Meeting details
• Agenda sections
• Documents in the Meeting Book

Feature Dependencies

What Happens to RSVP in the Email When Calendar Integration is Used?

When Calendar Integration is used for a meeting, the RSVP section is removed from the Meeting Brief Email.

This happens because RSVP activity can be managed through the linked calendar workflow. 

What Happens When Meeting Analytics Data Collection is Disabled?

When Meeting Analytics Data Collection is disabled, some advanced preparation details do not appear in Meeting Brief Emails.

The following sections will not appear:

• Preparation Progress
• Changes Since Your Last Review

FAQs

Do I need to manually turn on Meeting Brief Emails for each meeting?

• No. You do not need to manually turn on Meeting Brief Emails for each meeting if the meeting is set to Published and the feature is enabled.

When is the Meeting Brief Email sent?

• The Meeting Brief Email is usually sent either:
  • At 6:00 AM, 3 days before the meeting, or
  • 24 hours before the meeting start time
• The timing depends on when the meeting becomes Published.

Will a Meeting Brief Email be sent if the meeting becomes Published less than 24 hours before it starts?

• No. A Meeting Brief Email will not be sent if the meeting becomes Published less than 24 hours before it starts.
• You can still send a manual Reminder Email if no automatic Meeting Brief Email is sent.

Can I disable Meeting Brief Emails for only one meeting?

• Yes. You can disable Meeting Brief Emails for one meeting from that meeting’s Settings panel.

Can I disable Meeting Brief Emails for my entire organization?

• Yes. You can disable Meeting Brief Emails for the whole organization in Organization Settings under the Features tab.

Why is the RSVP section missing from the Meeting Brief Email?

• The RSVP section is missing when Calendar Integration is being used for that meeting.

Why don’t I see Preparation Progress or Changes Since Your Last Review?

• You do not see those sections when Meeting Analytics Data Collection is disabled.

Are the preparation percentages exact?

• No. The preparation percentages are approximate and should not be treated as exact values.

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.