Organization Administrators can manage data collection and data retention settings from the Data Preferences page in Organization Settings.

Data Preferences control:

• Whether Meeting Analytics data is collected
• What happens to archived Assessment responses and results
• Whether Meeting Annotations are kept or deleted when meetings are archived
• How long Messenger messages are retained before deletion

Organization Data Preferences

How Do I Find My Organization’s Data Preferences?

To open your Organization’s Data Preferences:

1. Select Settings from the left navigation menu.
2. Select Data Preferences at the top of the page.

Data Collection Settings

Data Collection Settings control whether OnBoard collects data for Meeting Analytics.

Meeting Analytics provide meeting engagement insights in a meeting’s Analytics tab. These insights help show meeting preparation and engagement activity.

Plan availability: Meeting Analytics are available in OnBoard Premium and Ultimate plans.

How Do I Configure Meeting Analytics Data Collection?

To manage Meeting Analytics data collection:

1. Go to Settings.
2. Select Data Preferences.
3. Find Data Collection Settings.
4. Select Configure.

The Meeting Analytics configuration page lets you:

• Turn Meeting Analytics data collection on or off
• Review the types of data collected
• Read frequently asked questions about the data being collected

Where Does Meeting Analytics Data Appear?

When Meeting Analytics data collection is active, collected data appears in the Engagement panel on the meeting’s Analytics tab.

The Engagement panel helps users view meeting preparation and engagement activity.

What Happens if Meeting Analytics Data Collection is Paused?

If Meeting Analytics data collection is paused:

• The Engagement panel will no longer appear in the meeting’s Analytics tab.
• Preparation Progress will not appear in Meeting Brief Emails.
• Changes Since Your Last Review will not appear in Meeting Brief emails.
• Meeting Brief emails may include less preparation guidance for meeting invitees.

How Do I Pause Meeting Analytics Data Collection?

To pause Meeting Analytics data collection:

1. Open Data Preferences.
2. Go to Data Collection Settings.
3. Select Configure for Meeting Analytics.
4. Turn off the data collection setting.
5. Confirm that you want to pause data collection.

After data collection is paused, the Meeting Analytics panel in Data Collection Settings will show as Inactive.

Data Retention Settings

Data Retention Settings let Organization Administrators choose how certain OnBoard data is kept or deleted.

These settings apply to:

• Assessments
• Meeting Annotations
• Messenger

Assessment Data Retention

Assessments are used to collect responses and results from users. Assessment availability depends on your OnBoard plan.

Plan availability: Assessments are available in OnBoard Ultimate or as an add-on to Premium.

What Assessment Data Retention Options are Available?

Organization Administrators can choose what happens to Assessment data when an Assessment is archived.

The available options are:

• Keep all responses when assessments are archived 
  • Keeps all Assessment responses and result data after the Assessment is archived.
• Delete written responses when assessments are archived 
  • Deletes written responses after the Assessment is archived, but keeps other result data.
• Delete all responses and result data when assessments are archived 
  • Deletes all responses and result data submitted by users after the Assessment is archived.

Meeting Annotation Retention

Meeting Annotations are notes or markups added to meeting materials. Organization Administrators can choose whether annotations are kept or deleted when a meeting is archived.

How Do I Delete Meeting Annotations When Meetings are Archived?

To delete Meeting Annotations when meetings are archived:

1. Open Data Preferences.
2. Go to Data Retention Settings.
3. Find Meeting Annotations.
4. Select the option to Delete annotations when meetings are archived.

5. Use the radio button to choose the deletion option.

6. A confirmation prompt will appear before the setting is applied. Select Delete to confirm.

Messenger Data Retention

Messenger is OnBoard’s messaging feature. Organization Administrators can choose how long messages are kept before they are permanently deleted.

Plan availability: Messenger is available in OnBoard Premium and Ultimate plans.

How Do I Set a Message Retention Timeframe?

To set how long Messenger messages are kept:

1. Open Data Preferences.
2. Go to Data Retention Settings.
3. Find Messenger.
4. Select Keep messages for a specified timeframe.
5. Choose a timeframe from the dropdown menu.

Select the Select Timeframe dropdown to view the available retention options.

Available message retention timeframes include:

• 1 day
• 30 days
• 60 days
• 180 days
• 1 year
• 2 years

When are Messenger Messages Deleted?

After a message is sent, OnBoard deletes it once the selected retention timeframe has passed.

OnBoard checks for messages to delete every 12 hours. Messages that are older than the selected timeframe are deleted in bulk.

FAQs

What are Organization Data Preferences?

• Organization Data Preferences are settings that let Organization Administrators manage data collection and data retention for Meeting Analytics, Assessments, Meeting Annotations, and Messenger.

Who can manage Data Preferences?

• Organization Administrators can manage Data Preferences from Organization Settings.

Where are Data Preferences located?

• Data Preferences are located in Settings under the Data Preferences tab.

What does Meeting Analytics data collection do?

• Meeting Analytics data collection allows OnBoard to show engagement insights in a meeting’s Analytics tab and include preparation-related details in Meeting Brief emails.

What happens if Meeting Analytics data collection is paused?

• If Meeting Analytics data collection is paused, the Engagement panel will not appear in Meeting Analytics, and some preparation details will not appear in Meeting Brief emails.

Can Meeting Analytics data collection be turned back on?

• Yes. Meeting Analytics data collection can be turned back on at any time.

Are Meeting Analytics available on all plans?

• No. Meeting Analytics are available on OnBoard Premium and Ultimate plans.

What happens to Assessment data when an Assessment is archived?

• This depends on the selected retention setting. Administrators can keep all responses, delete written responses only, or delete all responses and result data.

Can deleted Assessment data be restored?

• No. Deleted Assessment data cannot be restored.

What happens to Meeting Annotations when a meeting is archived?

• Organization Administrators can choose whether Meeting Annotations are kept or deleted when meetings are archived.

Can deleted Meeting Annotations be restored?

• No. Deleted Meeting Annotations cannot be restored.

Are Messenger retention settings available on all plans?

• No. Messenger is available on OnBoard Premium and Ultimate plans.

How long can Messenger messages be kept?

• Messenger messages can be kept for 1 day, 30 days, 60 days, 180 days, 1 year, or 2 years.

How often does OnBoard delete expired Messenger messages?

• OnBoard checks every 12 hours and bulk deletes messages that are older than the selected retention timeframe.

Can deleted Messenger messages be recovered?

• No. Messenger messages deleted through Data Retention Settings cannot be recovered.