Managing Organization Settings

Eric Biddle
Eric Biddle
  • Updated

The Organization Settings can be found under "Settings" in the left navigation.

This section is only visible to the Administrators of the organization, and they will control some important settings for your organization.

You can navigate to each section by clicking below.

General Settings

General Settings is the first tab in the Organization Settings. You can return to this tab at any time by clicking on Settings in the left navigations, then on General at the top of the screen. Here Organization Administrators can set general organization settings such as enabling or disabling Document Downloads, setting the Landing Page users see when they log in, and the Time Zone setting for items exported from OnBoard.

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Document Downloads (for all Documents in OnBoard)

By default, documents attached to the agenda sections of meetings can be downloaded individually, or as one large PDF file. These files are placed in the user’s “Downloads” folder on their computer and can be accessed however they wish from there. The ability to download these documents can be toggled on or off for each separate meeting individually.

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However, using the toggle found in the Organization Settings will completely disallow downloads across the entire organization, for all meetings. This setting will also apply to the documents found in the Resource Library.

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Use the “Add Exceptions for Document Downloads” button (visible after disabling the Document Downloads toggle), to allow a few users to be exceptions to this download restriction.

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Users who are added to the Exceptions list will still be able to download books and resources, even when this feature is disabled for all other users.

 

Shared Annotations

Shared Annotations is a feature available to specific package levels of OnBoard. If you do not see this setting, then your organization does not have access to the Shared Annotations feature. Sharing Annotations between users can be an excellent way of collaborating over meeting documents. However, should you wish to disable this feature for your Organization, simply uncheck this option.

Once disabled, exceptions can be configured to allow access to the Shared Annotations feature on a user-by-user basis.

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Learn more about shared annotations here.

 

Organization’s Landing Page

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Users in your organization can be automatically directed to either your Meeting List Calendar or your Dashboards/Announcements page when they initially log in. Select either option from this dropdown menu to apply this setting to all users in your organization.

 

Organization’s Time Zone
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This setting can be used to set the timezone for your Organization. This affects everything that can be exported from OnBoard. Most of the items inside OnBoard will display a time in the user’s local time. For example, a meeting scheduled for 5pm Pacific time will display as 8pm for anyone who is in the Eastern time zone. However, some timestamps will always report the “Organization’s Time Zone,” such as eSignature timestamps, exported materials, and email alert notifications.

Security Settings

Security Settings is the second tab in the Organization Settings. You can return to this tab at any time by clicking on Settings in the left navigations, then on Security at the top of the screen.

This tab allows Organization Administrators to set security-related settings for the Organization, such as enforcing App Security, requiring Two-Factor Authentication for login to OnBoard, and enabling Single Sign-On for your users.

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Enforce App Security

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Enable this option to ensure that everyone who logs into OnBoard from their mobile applications (Android, iOS, Windows, etc.) will be required to set and use an additional security method code to authenticate. When enabled, users can choose either a 4-digit PIN code or any form of biometric security (TouchID/FaceID) as their secondary method of security, but that method will need to be used every time when logging into OnBoard from their mobile device. Learn more about App Security in this article.

 

Use the “Add Exceptions for App Security” button (visible after enabling the Enforce App Security toggle, to allow users to be exceptions to this enforcement rule.

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Users who are added to the Exceptions list will not be required to use Mobile Security on their devices.
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Require Two-Factor Authentication

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When this configuration option is enabled, all users will be required to authenticate by using a secondary code that is delivered by either email or SMS text message, in addition to their normal username and password combination. This will be required on both website logins as well as mobile application logins. Exceptions to this enforcement can be enabled here as well, just like above, by using the “Add Exceptions for Two-Factor Authentication” button (visible after enabling the toggle to Require Two-Factor Authentication).

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Users added to the Exceptions list will not be required to authenticate with both methods.

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Enable SSO (Single Sign-On)

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Enable and enforce SSO for your organization users to access this organization through their pre-existing SSO credentials. Learn more about Single Sign-On in our SSO article section.

Feature Settings

Feature Settings is the third tab in the Organization Settings. You can return to this tab at any time by clicking on Settings in the left navigations, then on Feature at the top of the screen.

This tab allows Organization Administrators to set feature-related settings for Actions, Meetings, Messenger, and Roles & Terms.

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Directory & Member Profile

There may be times when you'd like to limit the visibility of the Directory and user's Profiles. Clicking Configure Visibility will open up options to adjust who can view each of these items In your Organization.

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Here you'll be presented with the individual settings to assign permissions to view Profile information and the Directory. 

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Profile Visibility Settings

In this panel, you can select who will be able to see the demographic and contact details of your Organization members. This includes the Contact Information, Email, Phone Number, and Address fields in your user's profiles. Clicking the dropdown option will allow this information to be set to the following options which we'll break down a bit further:

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Visible to Admins & Profile Owner

  • This will allow any Organization Administrator and the user themself to view a user's profile. 

Visible to All Members

  • This is the default setting in OnBoard. This allows All Members to view another user's profile.

Visible to Groups a Member is in

  • This only allows a user to see their own profile or the profiles of other Groups Members. 

 

Directory Visibility Settings

This option will allow your Organization to limit the ability to access the Directory. 

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The Visibility dropdown will allow you to restrict visibility to the following user sets:

Visible to Admins Only

  • If you'd like it so that it's only visible to Administrators, your members will still be able to message or assign tasks to other members (as long as your organization has these features as part of your plan). Users will be able to view their Groups and any Roles & Terms they've been assigned.
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Visible to All Members

  • This is the default setting in OnBoard. This allows All Members to view the Directory.

 

Agenda Style

Sometimes organizations prefer a specific type of numbering or ordering to their agendas, such as starting with roman numerals, then capital letters, followed by digits, then lowercase letters. Others may prefer something with all numbers, or all letters. In any case, select the desired Agenda configuration from the menu and examples shown here. 

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Meeting Brief Emails

Provide meeting invitees pre-meeting emails that inform them of important meeting updates, reminders to view the board book, and data-driven insights. Learn more about Meeting Brief Emails in this article.

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Meeting Agenda Pacer

Show a current time indicator when a meeting is taking place to help keep time with the agenda. Learn more about the Meeting Agenda Pacer in this article.

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Meeting Feedback

Give your board members the opportunity to rate each meeting and leave feedback for improved future meetings. Enabling this option will allow the Organization Administrator to change when the Feedback Emails are sent.

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The options can be set so that Meeting Feedback emails are sent automatically 24 hours after your meeting to the following user groups:

Meeting Invitees with RSVP status set to Attending, Maybe or No Response. 

Meeting Attendees who have been marked as Present or Remote in the meeting Attendance.

Meeting Invitees, which would send to ALL users invited to the meeting regardless of their attendance status for the meeting.

You can also set Do Not Automatically Send which will allow Feedback emails to manually be sent by the Meeting's Administrator.

Learn more about Meeting Feedback in this article.

 

Public Posting

The Public Posting panel will allow the Administrator to copy the main Public Meeting URL which will allow public access to any meeting set to be Publicly Posted. This can be copied by clicking the Copy button on the right side of the Public Meeting URL.

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Zoom Account Linking

Zoom's video conferencing software is directly integrated into OnBoard, allowing you to utilize picture-in-picture Book/Video views. For detailed instructions on how to configure this setting, please have a look at the article for: Configuring the Zoom Integration for OnBoard

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After you've added a Zoom account you can add more by clicking the "+Add Another Zoom Account" button.

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Once a Zoom Account has been linked to the Organization here, it can also be disconnected by returning to the Zoom Account panel in the Feature Settings and clicking "Disconnect Zoom Account."

 

Messenger Settings

OnBoard Messenger is a useful instant messaging tool to keep in contact with your Organization's members. With this feature, send messages to a single user, multiple individuals, or an entire group of users. However, if you wish to disable this feature in your Organization, it can be done from this setting. Learn more about using Messenger in this article.

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Roles & Terms

Roles

The Roles panel will allow you to manage existing roles and add custom roles. to be utilized when entering Roles and Terms data. Learn more about Roles in our Help Center.

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Clicking the "Configure Roles" button will allow you to view your Organizations Roles, as well as edit and add Roles.

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Term Limits

The Term Limits panel will allow you to define and manage how long members serve in a particular Role. 

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Clicking "Configure Term Limits" will open the main Term Limits configuration page. Here you can set various limits on terms for your Roles and Groups.

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Learn more about Term Limits in our Help Center.

Data Preferences

Your Organization can manage its data settings within the Data Preferences page located in your Organization Settings. The options here will allow you to configure data that is collected by Meeting Analytics, as well as how long Meeting Annotations, Archived Assessments Data, and Messages are retained.

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Data Collection Settings

Meeting Analytics

Here you can configure the Meeting Analytics data collection settings. By default data collection will be enabled, but by clicking Configure you can toggle this. 

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Find out more about Meeting Analytics in this article.

 

Data Retention Settings

Assessments

This setting allows the Organization Administrator to set whether all responses are kept on an Assessment when the Assessment is Archived, to delete the written responses but keep all other responses when an Assessment is Archived, or to delete ALL responses and results data when an Assessment is Archived.

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You can find out more about the Assessments retention settings in this article.

 

Meeting Annotations

This setting will allow you to completely remove all annotations made by any user when a meeting is marked as Archived. This is a permanent and retroactive action, meaning enabling this will remove annotations from ALL meetings that are already marked as archived, as well as ones from meetings that will be marked as archived in the future.

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Important Note: There will be absolutely no way to recover annotations that have been deleted in this fashion. Enabling this feature also removes the ability to add new annotations to archived meetings.

This feature has no effect on meetings that are not marked as archived.  

Learn more about the Meeting Annotations retention setting in this article. 

 

Messenger

By default, messages received in your OnBoard Messenger inbox will be retained indefinitely. However, if you wish to automatically purge older messages after a specified timeframe, use this setting to choose from 24 hours, 30/60/90/180 days, or 1/2 years. After this time, messages will be permanently removed from OnBoard.

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You can find out more about the Messenger retention setting in this article.

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