Introducing AI Assist

What is AI Assist, and Why Should We Use It?

AI Assist is a built-in chat experience in OnBoard (web and mobile). It helps members ask questions in plain language and get meeting-related help inside the product.

AI Assist is helpful because it can:

• Save time with quick summaries of meeting materials.
• Prepare us by answering questions about meetings and agendas we can access.
• Reduce manual searching by letting us ask questions instead of clicking through pages.
• Build trust by avoiding unsafe guessing and focusing on grounded information.

Finding and Using AI Assist

Where Do We Find AI Assist?

Upon logging in on Web, the AI Assist bar appears near the bottom-center of OnBoard. Alternatively, we can select the AI Assist button in the bottom-right corner.

Mobile and Tablet Views

On Tablet, find the AI Assist bar, and on Mobile, select the AI Assist button in the bottom right of the screen.

How Do We Use AI Assist?

AI Assist Bar:

1. Select the white AI Assist Bar in the bottom center of the screen in OnBoard.
2. From the expanded list and text input field, select a prompt or type one out (examples below).
3. Once the prompt is submitted, AI Assist opens as a flyout panel on the right side of the screen.
   1. Resize the flyout panel or expand it to full screen if you want more space.
   2. When you close AI Assist, it remembers the last view you used (for example, the side panel or full screen) while you stay logged in during that session.
4. Type follow-up questions or prompts into the text input field.

AI Assist Button

1. Select the white AI Assist Button circle in the bottom right of the screen in OnBoard.
2. This opens AI Assist as a flyout panel on the right side of the screen.
3. Type questions or prompts into the flyout's text input field. 
4. Resize the panel to full-screen and/or add follow-up questions as desired.

Mobile and Tablet Views

Once the Assist AI bar (Tablet) or button (mobile) are selcted, type prompts or questions into the text input field.

Optimizing AI Assist

AI Assist is best for three things: upcoming and past meetings, agenda/meeting details, and meeting book summaries.

1) How Do We Check What Meetings are Coming Up?

Ask AI Assist for upcoming meetings you have permission to access.

• “What are my next five meetings?”
• “Do I have any meetings today / tomorrow / this week?”
• “Show my upcoming Board meetings.”

2) How Do We Ask What’s Happening in a Meeting?

Ask AI Assist questions about meeting and agenda details you’re allowed to view.

• “What’s on the agenda for the next Audit Committee meeting?”
• “Give me the agenda for [Meeting Name / Date].”
• “Who is presenting the budget update?”

3) How Do We Generate Book and Section Summaries?

Ask AI Assist for meeting book summaries, agenda section summaries, and summary-style highlights from materials you’re allowed to access.

• “Can you summarize the meeting book highlights?”
• “Summarize this agenda packet in 5 bullets.”
• “Explain this section in plain language.”
• “Give me the top risks called out in this section.”  
• “Summarize the financial highlights only.”
• “Give me the [Agenda Section Name] section summary in 5 bullets.”

Access, Sensitive Information, and Saved Chats

How Does AI Assist Handle Access, Sensitive Information, and Saved Chats?

AI Assist is designed to respect permissions and avoid unsafe guessing.

Access and sensitive information

• AI Assist will only return meetings and details you are allowed to access.
• It will not reveal restricted meetings or imply they exist.
• Conversation history is designed to be personal and per-user (not shared with other users).

Improving AI Assist Results

How Do We Get Better Results From AI Assist?

AI Assist becomes more useful when more meeting history and materials live inside OnBoard.

Practical tips for Meeting Administrators that can help:

1. Keep each meeting complete by:
   • Compiling all meeting materials within the appropriate Agenda sections to build the Meeting Book.
   • Consistently building or uploading minutes into OnBoard.
2. Ensure that past meetings’ visibility states are updated so members have access to the Agenda, Meeting Book and Minutes.
3. Make sure members have the right permissions and access to past meetings and materials they should see.

Understanding Current AI Assist Capabilities

What Should We Not Expect AI Assist To Do?

AI Assist focuses on meeting and summary use cases. Some advanced capabilities may not be available.

Examples:

• Cross-meeting synthesis (example: “What have we discussed about X across many meetings?”).
• Proactive intelligence (AI pushing information without being asked).
• Write-back actions that create, edit, or delete records.

FAQs

Where do I find AI Assist after I log in?

• The AI Assist Bar appears near the bottom-center of the screen as a chat-style experience.
• It will also appear as the moveable AI Assist button in the bottom right.

What are good starter questions?

• Try one of these: 
  • “Give me a 5‑bullet summary of [Agenda Section Name].”
  • “What are the key decisions requested in the [Agenda Section Name] section?”
  • “Which agenda sections have materials attached in [Meeting Name / Date]?”

Will AI Assist save my chats?

• It may, depending on your organization’s settings and retention policy. Saved chats are designed to be personal and per-user.

Did AI Assist replace the Intelligent Assistant feature?

• Yes, when AI Assist is activated, the Intelligent Assistant is automatically removed from your OnBoard organization.

Did AI Assist replace the Book AI feature?

• For Early Access, the "Help Me Prepare" button at the top of the Agenda is automatically removed from your OnBoard organization.
• The "Help Me Prepare buttons at the Agenda Section level will remain, and selecting one will drop the respective summary into AI Assist, where users can continue the thread as normal. 

Why do I need to provide names of content and meetings to get accurate answers from AI Assist?

• AI Assist does not currently have page context awareness, so questions currently need to include the name of the content to provide answers/summaries.

What if I don’t see AI Assist in OnBoard?

• Your organization may not have it enabled yet. Ask your OnBoard administrator.

What does AI Assist use to answer my questions?

• AI Assist uses secure, built-in OnBoard connections to pull meeting information and available summaries you have permission to access.

What kinds of things can AI Assist help me find right now?

• AI Assist can help with your meeting list, meeting details (including agenda information like presenters and timing), and meeting summaries (when available).

Can AI Assist answer questions about a specific meeting’s agenda (like presenters or section timing)?

• Yes—AI Assist can pull meeting details and agenda information you have access to, including agenda section titles, timing, and presenters.

What organization does AI Assist use when answering?

• AI Assist works within the organization you’re currently viewing in OnBoard. 
  It does not look up or switch between organizations on its own.

Why does AI Assist sometimes ask me to be more specific?

• If your question is broad, AI Assist may need a meeting name, timeframe, or agenda section name to find the right record. 
• Adding a meeting name (or a date range) usually helps it land on the right meeting faster.

Can I use date phrases like “next week” or “last quarter”?

• Yes—AI Assist can understand common date phrases to interpret meeting-related questions more naturally.

What should I expect when I ask “What meetings do I have coming up?”

• AI Assist may return a focused set of meetings closest to what’s next on your schedule.
  If you need something further back or further out, adding a timeframe (like “in July” or “in the last 6 months”) works best.

Does AI Assist search across all document text in my meeting materials?

• Not in this release. AI Assist focuses on built-in lookups and available summaries rather than full “search across everything.”

Can AI Assist create, edit, or delete anything in OnBoard?

• No. AI Assist is read-only in this release and won’t create, edit, or delete records.

How does AI Assist keep information secure?

• AI Assist follows OnBoard permissions and is designed to avoid unsafe guessing. 
  It should only return meetings, details, and summaries you’re authorized to access.