Recording Votes: Approvals vs. Motions in Minutes

Votes can be recorded within OnBoard in two ways, depending on the formality or informality of the vote:

1. Formal Voting – Use the Approvals tool.
2. Informal Voting – Use Motions within the Minutes Builder.

Understanding the difference between the two will have you recording board decisions accurately and efficiently.

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Option 1: Approvals (Formal Voting)

Use Approvals when you want to take formal votes that:

• Are binding and a component of official board governance.
• Require clear record keeping regarding who voted, how they voted (Yes / No / Abstain), and when.
• Are possibly audited or used to confirm compliance (e.g. elections, financial approvals, major decisions).

Common Use Cases:

•  Election of a new board member.
•  Approval of the annual audit.
•  Approval of the organization's budget.
•  Any decision that calls for a formal, documented vote by board members.

Key Features:

• Each vote is created as an Approval item in the Actions list.
• Members cast their votes in OnBoard in real-time or asynchronously.
• Admins can track participation, remind members to vote, and enforce deadlines.
• Results are formally documented and attributed to specific voters.

 Learn how to manage Approvals in OnBoard

*Tips & Best Practices

• Formal votes can be set up in advance as Approvals. Notify members how and when to vote.

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 Option 2: Motions in the Minutes Builder (Informal Voting)

Use the Motions tool within the Minutes Builder for less formal items or actions typically handled by:

• "motion to approve" at a meeting.
• No need for detailed records of who voted and how each voted.
• An assumption of consensus unless there is an objection.

 Typical Use Cases:

• Adoption of the meeting agenda.
• Approval of previous meeting minutes.
• Consent calendar items.
• Ratification of previously approved actions (e.g. ratifying an email vote in person).

How It Works:

• Start Minutes option on meeting page.
• Select "Start from a copy of the agenda" to bring in your meeting format.
• Underneath each agenda item, click + and choose "Add Motion."
• Fill in the Motion Notes, e.g., who moved, seconded, and if it passed.
• Check boxes optionally to include mover/second information in final minutes.

Motion Template Example:

Motion to approve the meeting agenda.

Moved by: Alex Johnson

Seconded by: Casey Lee

Result: Approved. No objections.

 Learn how to use Motions in the Minutes Builder

*Tips & Best Practices

• Informal motions can be recorded live during the meeting by the minute-taker.
• If you use "Start from agenda," remember it captures the agenda at that moment—edits you make afterward won't carry over.
• Remember to check the boxes next to "Moved" and "Seconded" in Motions if you want names to appear in completed minutes.

*Tip: If in-person or real-time verification of past votes (e.g., email votes) is required by your bylaws, you can handle that as a motion within the minutes for simplicity.

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