In OnBoard, when an administrator asks you to “contribute to the agenda,” they are usually asking you to:
- Upload your document(s) to the agenda section you own (for example, “Finance Report” or “Committee Update”) so they appear in the Meeting Book for everyone to review.
Most organizations give people access to one specific agenda section, but some people can also edit the entire agenda (for example, the board professional or meeting organizer).
What Does “Contributing to an Agenda” Mean?
In OnBoard, a meeting agenda is made up of agenda sections (and optional sub-sections). Documents can be attached to sections so everyone can review them in the Meeting Book.
Many organizations use a simple workflow: instead of emailing your report to an administrator, you upload it directly to your agenda item when you have section-level contributor access.
How Can I Tell If I Can Contribute To The Entire Agenda Or Just Individual Sections?
The easiest way to tell is to look at what tools you can access in the agenda area. OnBoard’s agenda tools are permission-based: the amount of functionality you see depends on your meeting/org privileges.
If you can contribute to individual agenda sections
You will typically be able to open the details for a section and add materials for that topic (for example, using the section’s “Edit Details” area).
Your section access level may be one of these (names may vary by setup):
- Reader: can see the section and its documents
- Contributor: can upload documents to the section and modify section details like the section name (depending on configuration)
- Admin: can control the section (including who can access it)
- Excluded: cannot see the section at all
| Note: Some organizations explicitly make someone a meeting Reader, then elevate them to Contributor for one section so they can upload only their report. |
If you can contribute to the entire agenda
You will typically see tools for building and organizing the agenda (for example, a “Compose Agenda” experience and options to create or manipulate sections).
Common “entire agenda” actions include adding sections, adding sub-sections, indenting/outdenting, and moving sections.
How Do I Upload Documents To An Individual Agenda Section?
If you’ve been asked to contribute materials, your main job is usually to upload your document(s) to the correct agenda section.
Drag & Drop
- Open the meeting and find the agenda section you’re responsible for.
- Simply drag & drop the file onto the agenda section from your computer's file storage.
Edit Details
- Open the section’s details (many guides describe this as choosing Edit Details for that section, which can be available from the agenda view or from the meeting details screen).
- Select Add Document (or Add Documents).
- Upload from your computer or choose a file from the Resource Library (if your file is already stored there).
- Repeat as needed to add additional documents to the same section.
- If you uploaded multiple files, you can reorder them by dragging (when that option is enabled/available in your view).
What Else Can I Update For An Individual Agenda Section?
Depending on what your organization allows for your role, the section details area may also let you update things like:
- The section name/details
- Presenter information
- Linked actions (Approvals, Surveys, eSignatures)
- Section access (special section permissions)
If you do not see an option (for example, you only see upload controls but not presenter fields), that usually means it’s restricted by permissions.
How Do I Link An Action To An Agenda Section?
Some meetings link actions to agenda sections so participants can access them at the right point in the meeting. OnBoard documentation describes linking an action from the agenda section’s edit/details view.
A typical flow looks like this:
- Select the agenda section.
- Open the section’s edit/details view.
- Use the “Link Action” / “Linked Action” area to choose an existing action (or create a new one, if your permissions allow).
- Then select "Save Changes".
If you don’t see a link option, your meeting administrator may be the one who needs to set it up.
How Do I Reorder And Indent Agenda Sections?
This section applies only if you have permission to edit the entire agenda.
Reordering (moving sections up/down)
OnBoard materials describe multiple ways to rearrange agenda sections:
- Use Up/Down controls to move a selected section (and its sub-sections) up or down.
- Drag and drop a section using the drag handle/icon to move it to a new location.
- Some training materials also describe keyboard shortcuts for moving sections (for example, holding Control and using arrow keys).
Indenting (creating sub-sections)
Indenting is used to make a section a sub-section under the section above it. Outdenting moves it back up a level.
This is useful when one topic has smaller parts. For example:
- “Finance”
- “Monthly Statement”
- “Budget Update”
Some guidance also notes that indent/outdent actions can preserve the structure of any sub-sections underneath the item you move.
How should I notify the main admins that I updated something?
There isn’t always a built-in “notify the agenda owner” button for contributors, so many teams rely on Messenger or a Task (or another method outside OnBoard if Messenger isn’t available).
Option 1: Send a message in Messenger
OnBoard Messenger lets you send secure messages to a person, multiple people, or a group.
How to message the admin:
- Open Messenger from the main navigation.
- Select Compose, choose the admin (or group), then send your note.
- Recipients see an unread badge in the navigation and may hear a notification sound if they have OnBoard open.
Copy/paste template:
“I uploaded the updated document(s) to the [Agenda Section Name] section. Ready for your review.”
Option 2: Create a Task
OnBoard includes a task-management feature that can help track follow-ups. The Tasks panel can show tasks assigned to you or tasks related to a meeting (depending on where you open it).
A common approach is to create a task like:
- “Review uploaded Finance report”
- “Confirm agenda section is complete”
(Visibility depends on whether someone is assigned as the task’s Assignee or Viewer.)
FAQs
What is the Meeting Book?
- The Meeting Book is the single, compiled packet of all documents attached to a meeting’s agenda, so you can view the full agenda and every related file in one place.
What file types can I upload to a meeting section?
- You can upload common document types like PDF, Word (DOC/DOCX), Excel (XLS/XLSX), and PowerPoint (PPT/PPTX) to agenda sections.
What’s the difference between Reader, Contributor, and Administrator?
- Reader can view the meeting, agenda, and Meeting Book but cannot change anything.
- Contributor can upload or edit documents in agenda sections but cannot change meeting‑level settings or permissions.
- Administrator can edit meeting details, build and reorganize the agenda, and manage who has access to the meeting and its sections.
Where can I learn more about agendas, documents, and collaboration?
- Visit the OnBoard Help Center at help.passageways.com and search for articles like “Creating the Meeting’s Agenda and Uploading Documents,” “Accessing Meeting Materials,” “Meeting Book Navigation,” or “Agenda Collaboration” for step‑by‑step guides and videos
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