Uploading Documents

This article explains how to upload and manage the documents that participants can view during your meeting — including annual reports, financial statements, agendas, and presentation slides.

Supported File Formats

Motion Meetings accepts the following file types:

• PDF — Recommended for all formal documents
• DOCX — Microsoft Word documents
• PPTX — PowerPoint presentations
• XLSX — Excel spreadsheets
• TXT — Plain text files
• Images — JPG, PNG, GIF, WEBP

Maximum file size per document: 50 MB.

Uploading Documents

1. In the meeting wizard, navigate to Step 11 (Agenda & Docs), or open the Documents tab from your meeting dashboard.
2. Click Upload Document.
3. Select a file from your computer or drag it into the upload area.
4. Enter a Document Title — this is what participants see in the Documents panel.
5. Optionally add a Description.
6. Set Visibility:
   • All Participants — visible to everyone in the meeting
   • Speakers Only — only visible to Speakers and Organizers
7. Click Save.

Ordering Documents

Documents appear in the order you set. To reorder them, drag and drop the documents in the document list using the handle icon on the left of each row.

Replacing a Document

If you need to replace a document with a newer version:

1. Click the three-dot menu (⋯) next to the document.
2. Select Replace File.
3. Upload the new file. The document title and visibility settings are preserved.

Removing a Document

1. Click the three-dot menu next to the document.
2. Select Delete.
3. Confirm the deletion. This action cannot be undone.

Building the Meeting Agenda

In the same Documents & Agenda step, you can build your meeting agenda by adding agenda items. Each agenda item can optionally be linked to a document.

1. Click Add Agenda Item.
2. Enter the item title (e.g., "1. Call to Order").
3. Optionally link a document or vote to this agenda item.
4. Repeat for all agenda items.
5. Drag items to reorder them.