The Complete Meetings tracker is a guided, visual workflow inside a meeting’s Details page in OnBoard. It shows what was accomplished and what still needs attention, helping Meeting Administrators to complete the meeting record clearly and consistently.

The tracker follows a four‑step path:

1. Create Agenda
2. Add Agenda Documents
3. Publish Meeting
4. Publish Minutes

Access and Visibility

Who Can Use and See the Tracker?

The tracker is designed for Meeting Admins: the role responsible for building and finalizing meeting records in OnBoard.

• Meeting Admins can interact with all tracker steps.
• Meeting Contributors and Readers can view published meeting content, but they cannot see or use the tracker tools.

Completing Each Tracker Step

What Completes Each Step in the Tracker?

Below is the completion rule for each step. The tracker updates in real time as required items are completed:

• Completed steps show a green check mark
• The tracker highlights the next step to complete

Step 1: Create Agenda

How Do We Complete the Create Agenda Step?

This step is complete when the meeting has at least one agenda section (the meeting has an agenda structure). 

Step 2: Add Agenda Documents

How Do We Complete the Add Agenda Documents Step?

This step is complete when at least one file is attached to an agenda section (this is what builds the Meeting Book). 

Step 3: Publish Meeting

How Do We Complete the Publish Meeting Step?

This step is complete when the visibility state: Details, Agenda, and Book Visible is enabled, making the meeting details, agenda and the full Meeting Book available to the people who have permission to view it. 

Step 4: Publish Minutes

How Do We Complete the Publish Minutes Step?

This step is complete when minutes are visible to all meeting invitees: closing the loop by capturing outcomes, decisions, and rationale in the same meeting record.

OnBoard supports two minutes experiences:

• Minutes Builder (manual drafting and publishing)
• Minutes AI (recording/transcription-based drafting with review-to-final tools)

A third option exists for uploading or linking meeting minutes:

• Select Link Minutes below the “Publish Minutes” step in the Complete Meetings tracker.

• Choose between Link from Resources or Upload Minutes in the resulting pop-up

Why minutes matter most: Publishing minutes within their originating meeting helps ensure the meeting remains the sole official governance record, reducing version drift and preserving long-term trust in the record.

(Optional) Hiding the Tracker

The Complete Meetings process helps keep agendas, materials, and minutes connected in one place, and the tracker gives a quick visual of that progress.

How Do I Hide the Complete Meetings Tracker?

In rare cases where one of the tracker steps does not apply to your organization’s real‑world process, you can manually hide the tracker by marking the meeting as complete.

Steps:

1. Select the three‑dot menu on the far-right of the Complete Meetings tracker.
2. Choose Mark Meeting as Complete.

• When marked as complete, the tracker is replaced by the words Marked as Complete and no longer shows individual step progress. This does not remove any meeting content.

Can I Reveal the Tracker Again?

Yes. The meeting can be unmarked as complete from the same three-dot menu button, making the Complete Meetings tracker visible once again.

Steps:

1. Select the three‑dot menu to the far-right of Marked as Complete.
2. Choose Unmark Meeting as Complete.

The Complete Meetings workflow (and its tracker) are designed to tell the full meeting story over time. Following all steps when possible creates clearer records today and stronger governance insights in the future.

FAQs

What problem does the Complete Meetings tracker solve?

• It keeps agendas, documents, and minutes from drifting apart by guiding Admins through one connected workflow, so the meeting record stays complete and trustworthy.

Who can complete steps in the Complete Meetings tracker?

• Only Meeting Admins can complete and manage tracker steps. Contributors and Readers can view published agendas, materials, and minutes, but they cannot see or interact with steps in the tracker.

Where can I find the tracker?

• It appears on the meeting’s Details page at the top of the meeting record.

What happens if I remove something after completing a step?

• If a required item is removed (like the only agenda section or the only attached document), the tracker can revert to an incomplete state.

Can steps be completed out of order?

• Yes. Later steps can be completed at any time, though a best practice would be to follow the order to support a consistent workflow.
• If all required items are removed from an earlier step, the tracker for that step can revert to an incomplete state.

Can I use minutes created outside of OnBoard?

• You can still use externally created minutes, but the key best practice is to publish minutes within the originating meeting so the meeting remains the official record in one place.

Do board members need to complete any steps in the tracker?

• No. The tracker is designed for Meeting Admins. Board members primarily interact with published content.