1. Review and Confirm Groups

Before you create a meeting, make sure the right Group exists for your board or committee. Groups let you assign meeting and resource access to multiple people at once instead of inviting each person individually.

How to confirm or create a Group:

1. Go to the Directory
2. Select the Groups tab
3. Look for an existing group that matches your board or committee (for example: “Board of Directors,” “Finance Committee,” “Executive Committee”)
4. If the group is missing:
   • Click Create Group
   • Enter a clear Group name and description
   • Select Manage Members to add members to the group
   • Save the group

2. Create Meeting

Once your groups are ready, you can create a new meeting from the Meetings area.

Steps to create a meeting

1. Open the Meetings from the Navigation Menu
2. Select the option to create a new meeting
3. A new meeting record is created and the Meeting Details fields become available

3. Enter Meeting Details

Meeting Details define the basics of your event—name, date, time, and location. These details appear in the meeting list and meeting invitations.

Key Meeting Details fields

When you first create the meeting, fill in:

1. Meeting Name – A clear, descriptive title (for example, “Finance Committee – Q3 Review”)
2. Date and Time – Start and end date/time so attendees know exactly when the meeting happens
3. Location / Address – The physical location for in‑person meetings, or a short note like “Remote Meeting” if you will add remote details next

After entering these details, save the meeting so additional options (like Setup Remote Meeting) become available.

4. Setup Remote Meeting Details

If the meeting is remote or hybrid, use Setup Remote Meeting to add Zoom or Microsoft Teams details directly inside OnBoard.

Steps to configure remote meeting details

1. From the meeting, locate the Meeting Details section
2. Click Setup Remote Meeting
   
3. Follow the prompts to:
   • Generate Remote Details with Zoom or Teams
     1. Link your Zoom or Microsoft Teams account (if not already linked)
   • Configure Manually by copying and pasting an existing meeting link
4. Save your changes so attendees can join directly from the meeting in OnBoard

5. Add Invitees & Manage Permissions (by Group)

Permissions in OnBoard control who can see and manage the meeting and agenda. The recommended best practice is to invite people by Group first, then fine‑tune individual permissions if needed.

Add invitees by Group

1. On the meeting page, select Manage Invitees to open the Manage Invitees Panel
2. Select the Groups tab
3. Add one or more Groups (for example, “Board of Directors,” “Audit Committee”)
   
4. Make decisions on the invitees Permissions within the meeting.
   1. Admin – Full control to manage the meeting. Add/Edit/Delete agenda sections, meeting details, meeting settings, documents, and permissions
   2. Contributor - able to add/remove agenda sections, as well as upload documents into those sections
   3. Reader - Read-only access to the meeting

6. Update Settings

Each meeting has its own Meeting Settings. Select the Settings button to access Meeting Settings.

Key Settings to Manage

Table of Contents

The Table of Contents (TOC) updates automatically as you modify agenda sections and attach documents. This helps members quickly navigate the meeting book.

• Check Append to Book to add
• Select Configure to remove or add elements to customize the Table of Contents

Document Downloads

Your organization may already have downloads disabled. If not, we recommend disabling downloads to keep meeting materials secure and prevent members from saving outdated versions of the meeting book.

• Check Disable book and document downloads to disable downloads for the meeting

7. Create Agenda

The Agenda tab is where you’ll structure your meeting and book by adding agenda sections, adjusting their order, and attaching documents to each item.

Steps to create the Agenda

1. Select Edit Agenda in the Agenda panel
2. Manually create your agenda with the buttons at the top of the Agenda page
   1. Section – Create new section
   2. Sub-Section – Create new sub-section
   3. Indent
   4. Unindent
   5. Up – Move section or sub-section up
   6. Down – Move section or sub-section down
   7. Delete – Delete section

Make sure to Save Changes before you leave.

Other Options For Creating the Agenda

1. Use Import Agenda to import a word document outline
   
2. Create your agenda from prompts with Agenda AI (part of the AI suite)

8. Edit Section Details

After building the initial agenda, you’ll need to refine it—renaming sections, adding durations, adding section details, and listing presenters and guests.

Select the Edit Details button on a section to manage the details.

As you make changes, the agenda and meeting book update so members always see the latest structure.

9. Add Documents

Uploading documents to agenda sections is what builds the meeting book.

Drag and Drop Documents

The fastest way to add documents is to drag and drop them directly into the appropriate agenda section.

Adding and Editing Documents via Edit Details

Use Edit Details to add, reorder, or manage documents within a section.

From an agenda section:

• Select Edit Details
• Scroll to the Section Documents area
  • Add Document from your computer or Resources
  • Drag and drop files into the Drop files here area
• Drag and drop files to reorder them within a section
• Select the three‑dot menu on any file to edit or manage the document

10. Publish and Notify

Publishing controls Meeting Visibility, which determines what invitees can see and when.

Common Visibility States

• Unpublished – Only Meeting Admins can access the meeting
• Meeting Details Only – Invitees see date, time, and basic information. Contributors can view the agenda and begin adding documents.
• Details & Agenda – Shows the agenda but keeps documents hidden while you finalize materials
• All Visible – Makes the full meeting, agenda, and documents available to invitees

Updating visibility also provides options to send custom email notifications, so invitees know when materials are ready in OnBoard.

Notify Contributors (Optional)

If Messenger or Tasks are available in your organization, you can use them to proactively notify contributors and assign follow‑up work related to the meeting. These tools help keep preparation moving without relying solely on email.

Note: Messenger and Tasks availability depends on your organization’s subscription and enabled features. If these tools are not available, Contributors can still be notified using meeting visibility updates or the Send Reminder button when the meeting is all visible.

Notify Contributors Using Messenger

Messenger allows OnBoard users to send secure, in‑app messages.. This is useful for letting Contributors know a meeting is ready for input or that agenda sections are open for document uploads.

Common use cases include:

• Notifying Contributors that a meeting has been created and is ready for contributions
• Requesting documents or updates for specific agenda sections
• Sending reminders before publishing the meeting book

Messages are delivered directly in OnBoard, keeping communication tied to the meeting and its materials.

For more detail, see the Messenger article.

Assign Tasks to Contributors

Tasks allow you to assign clear action items with due dates to specific contributors. Tasks are ideal when preparation requires specific deliverables before the meeting.

Examples include:

• Requesting a committee member upload a report to an agenda section
• Assigning someone to review or finalize a document
• Tracking preparation steps before publishing the meeting

Tasks help ensure accountability and visibility, so everyone knows what they are responsible for and when it is due.

For more detail, see Creating and Managing Tasks in OnBoard.

Minutes: During or After the Meeting

Use Minutes AI or Minutes Builder to create and publish your meeting minutes.

Minutes AI

• Records the meeting
• Transcribes discussion
• Generates a first draft of minutes using AI in seconds

Minutes Builder

• A guided editor for manual minute‑taking
• Ensures a consistent structure across all meetings

Tip: Duplicate Meetings to Save Time

Instead of rebuilding each meeting, duplicate a past meeting and update only what has changed.

How to duplicate:

• Open the three‑dot menu on a meeting you administer
• Select Duplicate

Meeting Templates

Create unpublished meetings to use as templates.

• Add “Template” to the title for easy searching
• Add Groups and set permissions for the template
• Create a basic agenda outline you can customize after duplicating

FAQs

Do I have to invite users individually, or can I use Groups?

• You can and should use Groups to invite and permission most meetings. This is faster and keeps access consistent as committee membership changes. 

When should I publish my meeting to ‘Meeting Details Only’?

• Use Meeting Details Only when you know the date/time and want it on calendars, but are still building the agenda or materials. You can later switch to Details & Agenda or All Visible when you’re ready to share more information. 

What’s the difference between Minutes AI and Minutes Builder?”

• Minutes AI automatically records, transcribes, and drafts minutes based on your agenda.
• Minutes Builder is a manual editor you use to type and structure minutes yourself.
   
• Both live inside OnBoard so you can publish, review, and access minutes alongside your meetings.