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User Guide
User Guide
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Contents Overview & General Navigation .......................................................................................................................................... 4
Application Terminology ..................................................................................................................................................... 4
Account Creation ................................................................................................................................................................ 5
Allow Account Requests .................................................................................................................................................. 5
Groups ................................................................................................................................................................................. 6
Text Formatting Menu Bar .................................................................................................................................................. 6
Logging into the Application ............................................................................................................................................... 6
Dashboard ........................................................................................................................................................................... 7
My Profile ............................................................................................................................................................................ 8
How to Request Joining a New Account ......................................................................................................................... 9
Administrator Navigation .................................................................................................................................................. 10
Group Management .......................................................................................................................................................... 10
How to create a Group .................................................................................................................................................. 10
How to edit a group ...................................................................................................................................................... 12
How to add group members ......................................................................................................................................... 13
How to delete a group .................................................................................................................................................. 13
Member Management ...................................................................................................................................................... 14
How to add a member .................................................................................................................................................. 14
How to edit a member .................................................................................................................................................. 16
How to resend a member invite ................................................................................................................................... 17
Meetings ........................................................................................................................................................................... 18
How to Create New Meetings ....................................................................................................................................... 18
Meeting Security ........................................................................................................................................................... 19
Agendas ............................................................................................................................................................................. 19
How to add a new agenda ............................................................................................................................................ 19
How to build the new agenda ....................................................................................................................................... 20
How to add agenda sub-items ...................................................................................................................................... 21
How to edit agenda items ............................................................................................................................................. 22
How to update/delete an agenda ................................................................................................................................. 22
How to prioritize the order of agenda items and sub-items ........................................................................................ 24
How to demote or promote agenda items ................................................................................................................... 24
Attachment Indicator .................................................................................................................................................... 24
Private Item Indicator ................................................................................................................................................... 25
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How to approve suggested items ................................................................................................................................. 25
How to distribute an agenda to a group ....................................................................................................................... 27
Templates .......................................................................................................................................................................... 28
How to create a template ............................................................................................................................................. 28
How to use a template .................................................................................................................................................. 29
The AgendaManager Bin ................................................................................................................................................... 31
How to copy to bin ........................................................................................................................................................ 31
How to retrieve a copied item from the AgendaManager bin ..................................................................................... 31
Minutes ............................................................................................................................................................................. 32
How to add minutes using the minutes tab .................................................................................................................. 32
How to add minutes using minutes view ...................................................................................................................... 33
How to show minutes ................................................................................................................................................... 34
How to print minutes for an agenda ............................................................................................................................. 35
Attendance ........................................................................................................................................................................ 36
How to take attendance ............................................................................................................................................... 36
Voting ................................................................................................................................................................................ 38
How to enable voting for an item ................................................................................................................................. 38
How to record votes for an item ................................................................................................................................... 39
View Modes ...................................................................................................................................................................... 39
Announcements ................................................................................................................................................................ 40
How to create an account announcement ................................................................................................................... 40
How to create a group announcement ......................................................................................................................... 41
Member Basic Navigation .................................................................................................................................................. 43
Meetings ........................................................................................................................................................................... 43
How to navigate to an existing meeting ....................................................................................................................... 43
Agendas ............................................................................................................................................................................. 44
How to navigate to an existing meeting agenda .......................................................................................................... 44
Private Notes ..................................................................................................................................................................... 45
How to add private notes to an agenda item ............................................................................................................... 45
How to edit or delete private notes .............................................................................................................................. 45
Suggesting an Agenda Item ............................................................................................................................................... 46
How to suggest an agenda item .................................................................................................................................... 46
Emailing an Agenda Item or Sub-item .............................................................................................................................. 47
How to email an agenda item or sub-item ................................................................................................................... 47
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Printing or Downloading Agendas .................................................................................................................................... 48
Search ................................................................................................................................................................................ 49
How to conduct a search .................................................................................................................................................. 50
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Overview & General Navigation
Application Terminology
Term Definition
Account Administrator
User who has the ability to create members, groups, meetings, and agendas.
Agendas The content of what will be discussed during a meeting.
Basic Information
The information that will display on the account homepage. It can include the organization’s name, description/mission and logo.
Contributor Members who helps manage meetings and agendas for assigned groups.
Dashboard Overview of the meetings scheduled for designated date range. Provides ability to view announcements and notifications.
Groups Used to gather members and agendas into smaller, more meaningful collections.
Group Administrators
Set by Account Administrators, they can create groups within the account. Within the groups that they create, they can add meetings, agendas, agenda items and add new group members to the newly created group from the existing account member list.
Manager Members who can create meetings and agendas and add/remove users from their group, but cannot create/delete a group. The manager is set by the Group Administrator on a per group basis.
Meetings A place holder for an agenda that specifics the title, date, and time that a group of individuals will gather to discuss topics on the agenda.
Member Users who have the ability to login and view meetings and agendas for the groups that the user is assigned to.
My Profile Area that allows a member to edit basic information about their account.
Public Users that do not have a login to the application and can view public agendas.
Templates Used to store common structures of agendas and the items within them. They can then be re-used to save time.
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Account Creation The Application Support team is responsible for the initial create of your organizations account in
AgendaManager. Account Administrators within the account will have access to the Account Management tab
where they can make updates to the information that is displayed on the organizations public AgendaManager
site such as account name, description and logo.
Allow Account Requests
Account Administrators can elect to “Allow Account Requests” from the Account Management tab.
Administrators would check this option if they wanted to allow users of other accounts the ability to “opt in” to
their account.
An example of this would be if a district utilizing AgendaManager has staff that also participates in meetings
with the Capital Area Intermediate Unit (CAIU). The CAIU would check the “Allow Account Requests” box which
would allow users of the district to opt in to the CAIU account. Users can elect to join a new account within their
profile page. The account administrator of the CAIU account would approve the requests when notified.
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Groups The purpose of groups is to gather members, agendas and meetings into specific collections. In addition, groups
define what members are able to view within the different meetings and agendas that are established within
the account. Members will see only the groups (and associated meetings and agendas) to which they belong.
Text Formatting Menu Bar When entering text throughout the application, users will be provided a text formatting menu bar which allows
for users to format text for readability. Below is a sample of the formatting bar.
Logging into the Application Open a web browser and navigate to the application by entering its domain name in the browser’s address bar.
Once the landing page of the application loads; an account login box will appear.
Upon login, the user will be taken to the AgendaManager Dashboard screen.
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Dashboard The Dashboard is the first destination for members when they log into the application. The Dashboard is
comprised of three different areas: Announcements, Notifications and Recent/Upcoming Meetings.
► Announcements- Three forms of announcements can be displayed in this section.
System Announcements are created by the CAIU and provide information related to
application maintenance or application updates.
Account Announcements are created by the Account Administrator and can be used to provide
information related to your organization.
Group Announcements are created by the Account or Group Administrator and can be used to
provide information related to a specific group.
► Notifications are system generated and are triggered by workflow.
► Recent and Upcoming Meetings are displayed based on the Date Range filter applied. The ability to
show meetings for specific groups is also an option.
Meeting information is organized to include columns for meeting name, date, start time,
location, and the ability to preview an agenda.
All three areas can be collapsed or expanded by selecting the arrow next to each section header.
A user can re-arrange the placement of each section by clicking and dragging on the top left corner and
dropping into another sections location.
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My Profile The Profile section provides members with the ability to update their own basic information such as: first name,
last name, email address, title, general information and password. The three required elements of a member’s
profile are the first and last name, and the email address. ‘Title’, ‘General Information’ and, ‘Default Group
Filter’, are optional. Other members can view information entered in the ‘Title’ and ‘General Information’ fields.
Members can update their member profile by selecting the icon at the upper right corner of the page and then
selecting the <Edit Profile> button.
If the member is changing his/her password, the only requirement is that a password must be a minimum of
eight characters.
After the member has completed updating his/her profile or changing his/her password, there is a light yellow
button at the bottom of the page labeled <Update My Profile>. When the member clicks that button any
changes to the members profile will be updated.
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How to Request Joining a New Account
Members can request to join additional accounts within their Profile section.
1) To request to join an additional account, select the “Join A New Account” link
2) Begin typing the name of the account you wish to join
3) Select the desired account from the list; enter the reason you would like to join the account
4) Click the <Send Request> button
Account Administrators of the account the member has requested to join will receive a notification on their
Dashboard indicating there is a pending Account Request. The Account Administrator will review the Account
Request and Accept or Reject the request.
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The member will receive notification on their Dashboard of the action taken.
Administrator Navigation
Group Management The purpose of creating groups is to gather members, meetings and agendas into specific collections. In
addition, groups define what members are able to view within the different meetings and agendas that are
established within the account.
How to create a Group
Account Administrators, Group Administrators and Managers can create groups.
1) To create a group, select the Group Management tab.
2) Select the <New Group> button to create a new group.
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3) Enter the name of the group (required) and description (optional). A list of all members associated with
the account will display.
4) Select the Outline Format the group wishes to use for Agendas. System default is Number & Letter (1.a.)
5) Select members from the account for inclusion into the newly created group.
When adding members from the account into a new group, roles can be assigned to each member. An overview
of the roles can be found below as well as on the right side of the “New Group” page.
Role Description
Group Administrator The owner of the group, the only one who can delete the group besides the account administrator.
Manager Can create meetings and agendas and add/remove users from their group, but cannot create/delete a group.
Contributor Can help manage meetings and agendas for assigned groups.
Member View only access to meetings and agendas for groups they are assigned to.
Voter Allowed to vote (if enabled for meeting) for the group.
Vote Taker Can take votes (if enabled for meeting) for the group. Use if one user is to take votes for everyone else instead of allowing each member.
Minute Taker Can take minutes in the meeting.
Attendance Taker Can take attendance in the meeting.
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6) Check the Allow Suggestions box if you want to provide non-administrative members the ability to
suggest agenda items.
7) Once the group name, group members and allow suggestions have been reviewed, select the <Save>
button to create the group.
How to edit a group
After a group is initially created, the group can be edited to modify the name, description, member roles or the
ability to allow suggested items.
1) To edit a group click the Group Management tab and select the group to be edited.
2) Make any necessary updates and select the <Save> button to finalize the update.
Note: If editing a formerly created group, the user will need to select a Group Administrator for the group.
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How to add group members
Additional group members can be added to a group at any time.
1) Select the Group Management tab, and then select the group to add new members.
2) Enter name of user to add to group in the ‘Search’ area; select the appropriate role for new group
member.
3) Select <Save> to update the new group members.
How to delete a group
Account Administrators and Group Administrators have the ability to delete a group.
1) Select the Group Management tab, select the group to delete from the list of groups.
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2) Select the <Delete> button at the bottom of the page.
3) A delete confirmation dialog box will appear. Select <Yes> to permanently delete the group.
4) The group will be removed from the group list.
Member Management Users of AgendaManager with a login, are able to view all members of their account, by selecting the Members
tab. Only users with the role of Account Administrator can add, modify and delete members.
How to add a member
1) To add a member, select the Members tab.
2) Select the <New Member> button to create a new member.
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3) After clicking the <New Member> button the “Add a New Member” page will display.
4) Enter first and last name and the email address of the new member. The title, general information and
greeting are all optional.
5) Assign the user role to the member. The user role is defaulted to Member upon initial account setup.
6) Assign access to any existing groups by checking the appropriate groups.
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7) When all the details and permissions have been added for the member, the administrator can create the
new member account by clicking on the <Add and Send an Invitation> button.
8) The member will receive an email with their username, password and link to the site as soon as the
<Add and Send an Invitation> button is clicked. The email will come from [email protected].
How to edit a member
1) To edit a member, first access the “Members” page and then locate the specific member that needs to
be modified. Click the <Edit> button located in the Actions column.
2) The “Edit Member” page will display to allow administrators to edit the details of the members’ account
such as email, title, resetting a password or de-activating the member account.
3) When all the details and permissions have been modified for the member, the administrator can save
the changes by clicking on the <Update Member> button.
Optionally, if you would like to remove a user from a group, access the Group Management tab, then:
1) Select the group where the member belongs.
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2) In the ‘Group Members’ section of the Group screen, select the member that needs removed from the
group.
3) Un-select the check box of the group member.
4) Click the <Save> button to save the deletion.
How to resend a member invite
To resend a member the invitation to the application, follow the steps at the beginning of this section to access
the Members tab.
1) In the member management section find the member that needs the invite resent.
2) Select <Resend Invite> button corresponding to the member’s name.
3) An automated email will be sent to the member which will include the member’s username and
password as well as the link to their account.
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Meetings
Meetings must be created before an agenda can be created. Meetings contain details such as the date, time and location. A meeting may have multiple agendas assigned to it. Access the Meetings tab to create, edit or delete meetings.
How to Create New Meetings
1) Select the Meetings tab.
2) Click the <New Meeting> button.
3) The “Create Meeting” page will display, enter ‘Name’, ‘Date’ and ‘Group’ fields which are required.
‘Start Time’, ‘Location’ and ‘General Info’ are optional fields.
4) Once a group has been selected for the meeting, the Minute Taker, Attendance Taker and Vote Taker
roles will appear. You can select a member of the group from the drop down to serve as those roles on
an individual meeting basis. If the roles were chosen at the time the group was set up, that member will
be listed as the default in the respective role.
5) Select the <Add Meeting> button to save and create the meeting. Upon saving the meeting, the “Create
Agenda” screen will display.
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Meeting Security
Security is initially set when creating a meeting, but can be updated at any time. There are four levels of security
that are available in AgendaManager.
► Private Access - The meeting and agenda are only visible to yourself and administrators.
► Group Access - The meeting and agenda are visible to all members of the group tied to the meeting.
► Account Access - The meeting and agenda are visible to all members of the account.
► Public Access - The meeting and agenda are visible to anyone, including the public.
Agendas
How to add a new agenda
An agenda can be created, once a meeting is created. Upon successfully adding a new meeting, the “Create
Agenda” page will appear.
1) The ‘Name’ is the only required field when creating a new Agenda.
2) Select <Add Agenda> once information has been entered to create the new agenda.
► Show Minutes - if this is marked, any minutes that are entered by the Minute Taker of the meeting will
be visible to those with access to the Agenda. It is recommended to check the Show Minutes box after
minutes have been edited and are ready to be published.
► Private - if this is marked, the Agenda will only be visible to those with edit permissions. It is
recommended to mark the agenda as private as the agenda is being created.
► Make Agenda public - the creator of the Agenda can select a time for the private agenda to be visible to
the public. Selections include: 24 hours, 36 hours, 48 hours or 72 hours prior to the meeting time.
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How to build the new agenda
After clicking the <Add Agenda> button, the screen will refresh to display the newly created agenda under the
meeting name on the right side of the page. On the left side of the page, the agenda name and buttons to build
the agenda are displayed.
There are two options to build an agenda. Selecting the <New Item> button or use of the <Q> Quick button.
Option A- Utilizing the <+ New Item> button
1) Select the <+New Item> button.
2) Enter the ‘Name’ (or Title) for the agenda item.
3) Enter any applicable description for the agenda item.
4) Check if the agenda item should be marked as private. If selected, the agenda item will not display to
the public. A lock symbol will display on the item that is marked private.
5) Check ‘Enable Voting’ if the agenda item will be an item that members of the group will be voting on.
6) Select any files that may need to accompany the agenda item.
7) Select <Add New Item> to add the item to the agenda.
8) Continue adding additional items until the agenda is built.
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Option B- Utilizing the <Q> (Quick add) button
1) Select the <Q > (Quick add) button.
2) Enter Item title in the text box.
3) Select the <+> symbol.
4) Continue adding additional items until the agenda is built.
How to add agenda sub-items
Agenda sub-items work in a similar manner to agenda items. However, the sub-item will display below the
original item.
1) After adding an item, there will be a button for a new sub-item.
2) Click the <+ Sub-item> button or the <Q> button directly below the appropriate Agenda Item to add a
sub-item.
3) Enter the sub-item name.
4) Enter any applicable description for the agenda sub-item.
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5) Check if the agenda sub-item should be marked as private. If selected, the agenda sub-item will not
display to the public.
6) Check ‘Enable Voting’ if the agenda sub-item will be an item that members of the group will be voting
on.
7) Select any files that may need to accompany the agenda sub-item.
8) Select <Add New Sub-Item> button to add the sub-item to the agenda.
9) Continue adding additional sub-items as applicable.
How to edit agenda items
1) Click on the agenda item that needs to be edited on the right side of the screen to select it.
2) Select the <Edit Mode> button.
3) Agenda Item screen will open in edit mode.
4) Complete updates of item/sub item and select <Save>.
How to update/delete an agenda
1) From the Meetings tab, select the agenda that is to be updated or deleted,
2) The “Meeting View” page will display,
3) Select the <Edit> button.
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4) Make any updates to the agenda. If updating, select the <Update Agenda> button, if deleting the
agenda select the <Delete> button on the “Update Agenda” page.
5) If the agenda is being deleted, a ‘Delete Confirm’ dialog box will display, select <Yes> if the agenda is to
be deleted.
6) If <Yes> was selected, the “Update Meeting” page will display advising that the agenda was successfully
deleted.
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How to prioritize the order of agenda items and sub-items Administrative users have the option to drag and drop to prioritize items and sub-items. Additionally, it permits
the user to reorganize items and sub-items after initially creating the agenda.
1) On the “Agenda” screen, hover the cursor on the agenda item or sub-item that needs to be moved. 2) Drag the item or sub-item to the correct location. A sub-item can be moved under a different item. 3) When the item or sub-item is in its proper location, release the mouse button. The items will re-number
automatically.
How to demote or promote agenda items
Administrative users will also be able demote and promote agenda items & sub items
1) Locate the agenda item to demote or promote.
2) Hover over the agenda item and drag the item to the desired location and release the mouse button.
Attachment Indicator
All agenda items containing attachments feature a visual indicator to alert the user that an attachment is
present.
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Private Item Indicator
Agenda items that are marked withhold item from the public feature a visual indicator to alert the user that an
item is marked private. Only those users that are members of the group associated with the meeting will see
the private item.
How to approve suggested items
Administrative users have the ability to approve items/sub items that are suggested by members for inclusion
on agendas. Any suggested items will appear on the Notifications area on the Dashboard.
1) From the Dashboard, an Action Required message will display within the notification area if an item is
awaiting review.
2) Clicking <Suggested Item> will display an overview of who suggested the item, the meeting and agenda
name on the display panel on the right side of the Dashboard.
3) Clicking <Agenda> will open the “Meeting View” screen displaying the agenda. The suggested item will
be the last item listed on the agenda.
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4) Select the suggested item, this will open the item, select the <Edit Mode> button.
5) The administrator can review the suggested item and elect to Accept or Reject the item. If the item is
accepted, it will be automatically placed as the last item on the agenda. If the item is rejected it will be
removed from the agenda.
6) A notification will display in the notification area of the member who suggested the item advising the
status.
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Member Notification Area
7) The notification on the administrator’s notification area will be updated reflecting a resolved status.
Administrator Notification Area
How to distribute an agenda to a group
Administrative users can email group members to notify them when an agenda is ready to view.
1) From the Meetings tab, select the meeting.
2) On the “Agenda” screen, select the <Email Group> button
3) The “Email Meeting Details” screen will display.
4) Add/delete any emails.
5) Update the subject text box if applicable.
6) Add any additional messaging in the message body.
7) Click <Send> to email the agenda.
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Templates Templates are used to store common structures of agendas and the items within them. Templates can be
created to help Administrators setup meetings with pre-structured formats to save time.
How to create a template
1) From the Meetings tab, select the meeting that contains the agenda that will be used to create a
template.
2) On the “Agenda” screen, select the <Template> button.
3) “Copy Agenda to a Template” dialog box will appear, a new name for the agenda can be created or the
existing name can be used to save the agenda template.
4) Select <Save Template>; Template Saved message will appear on the “Agenda” screen
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How to use a template
In order to use a template, a new meeting must first be created. Follow instructions for How to create new
meetings.
1) On the “Create Agenda” screen, select the <Add Agenda from Template>.
2) The “Template Selector & Preview” screen will appear; select the appropriate template for use in
creating the new agenda by selecting <Add this Template>.
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3) The agenda will auto populate to the “Update Agenda” screen.
4) Select <Update Agenda> and then select the <View Agenda> link to update or edit items within the
agenda.
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The AgendaManager Bin With the AgendaManager bin, users have the ability to copy an agenda item or sub-item from one agenda and
insert it into a different agenda for which they are administrators. The copied item or sub-item is stored in a
storage bin for later retrieval. To use this feature, a user must have administrative privileges to an agenda where
the copied item/sub-item is to be inserted.
This feature is accessible within an account as well as across accounts as long as the user has administrative
privileges. Thus if a user is a member of two different accounts, they can utilize the copy to bin feature from
one account and paste into an agenda of a secondary account
How to copy to bin
1) Select the agenda item or sub-item you would like to copy.
2) When the content of the item or sub-item is displayed, click the <Copy to Bin> button.
3) This action was completed successfully message will appear, indicating that the item has been
successfully copied.
How to retrieve a copied item from the AgendaManager bin
1) From the Meetings tab, locate the agenda where you would like to insert the copied bin item. Click on
the agenda title to open the agenda.
2) Click the <Folder> icon on the Agenda menu.
3) The “Create a new item from an existing item in your bin” window will display.
4) Select the Account the item was copied from.
5) Select a Bin Item from the dropdown list.
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6) You may select any of the sub-items, descriptions, attachments or notes belonging to the original
agenda item. You can then insert those specific components into the target agenda.
7) Select <Add> to copy the bin item to the new agenda. The copied item will appear along with any
components selected for inclusion on the new agenda.
Minutes
How to add minutes using the minutes tab
Only the Minute Taker will be able to take minutes. The role of Minute Taker is assigned within the Group
Management tab. From the Group Management tab, select the group and then check the ‘Minute Taker’
checkbox for the member you want to assign as Minute Taker.
1) The Minute Taker navigates to the appropriate meeting and selects the agenda.
2) The Minute Taker clicks on the agenda item to display the ‘My Notes’ and ‘Minutes’ tabs.
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3) The Minute Taker can enter minutes for each agenda item and sub item by navigating using the arrows
to the right of the Minutes tab. The auto save feature is automatically turned on when navigating
between agenda items and sub items.
How to add minutes using minutes view
Minutes View permits Minute Takers the ability to navigate quickly between agenda items and sub-items using a
navigation panel. Minutes are automatically saved as the Minute Taker tabs between items and sub-items.
1) The Minute Taker navigates to the appropriate meeting and selects the agenda.
2) The Minute Taker clicks on the agenda item to display the <Minutes View> button.
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3) The Minutes View window will open once selected.
4) The Minute Taker can enter minutes in each agenda item/sub item and tab between each for quick
access. Text is saved as the Minute Taker tabs between items.
5) To return to the “Agenda” screen, click on the <x> in the upper right corner of the Minutes View
window.
How to show minutes
Once the Minute Taker has edited the meeting minutes they can publish them out for the group or public to see.
1) From the Meetings tab, locate the agenda where meeting minutes are located.
2) Select the <Edit> button on the “Agenda” screen.
3) Check the ‘Show Minutes’ checkbox.
4) Click <Update Agenda>
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5) Based on the security setting that was applied to the meeting, members of the group, account or public
will now be able to view the meeting minutes.
How to print minutes for an agenda
1) Navigate to the Meetings tab and click on the appropriate meeting.
2) On the “Agenda” screen, select the <Print> button.
3) The “Print Preview” screen will appear, select the <Minutes> button to display and print meeting
minutes
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4) Select either PDF or Word and select the <Print> button to print the minutes.
5) Once complete, select the <X> to close out of the “Print Preview” window.
Attendance
How to take attendance
Only the Attendance Taker will be able to take attendance. The role of Attendance Taker is assigned within the
Group Management tab. From the Group Management tab, select the group and then check the ‘Attendance
Taker’ checkbox for the member you want to assign as Attendance Taker.
1) To take attendance for an agenda, first navigate to the appropriate meeting and select the agenda title.
2) On the “Agenda” screen, select the <> button.
3) Clicking the <> button will display the list of members for a roll call attendance. Each member has a
Present or Absent radio button beside their name.
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4) To mark attendance, each radio button can be selected individually. However, the most efficient way is
to use the Select All link above the radio buttons. If most members are present, click <Select All> above
the “Present” radios and then click the individual “Absent” radios for those members who are absent.
5) Once all members have been accounted for, select the <Take Roll Call> button.
6) The list will update to show either “Depart” or “Join” beside each member’s name. The Attendance
Taker now has the option to indicate if a member “Joins” or “Departs” in the middle of the meeting.
7) There is also a textbox for free-form entry of any other names that are not members of the group but
are present at the meeting.
8) If any other meeting attendees join, but are not on the members list, those names can be recorded in
the textbox. After entering the names, click the <Record Open Attendance> button.
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IMPORTANT NOTE: If attendance is not taken in real-time (during the meeting), it may not be helpful to use the
“Depart” and “Join” buttons, as this will list an incorrect time that the member joined or left.
Voting
How to enable voting for an item
To take advantage of the voting feature, there must be members of the group that are identified as voting
members. From the Group Management tab, select the group and then check the ‘Voter’ checkbox for any
members with the rights to vote.
To enable voting for the item, select the ‘Enable Voting’ checkbox under the options section of the item details.
(For steps on how to edit an item, refer to the section “How to Edit Agenda Item Details”).
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Once a user is setup as a ‘Voter’ and an item has been marked as Voting Enabled, the user will see the voting
box when they select an item.
How to record votes for an item
A member of the group must be assigned as the ‘Voter Taker’ of the group in order to edit votes. The ‘Vote
Taker’ is assigned at the group level in the same way that a ‘Voter’ is assigned.
1) To record votes for an item, navigate to the agenda item that has voting enabled.
2) Select the <Edit Votes> button.
3) The page will refresh to display the edit mode of the vote results page.
4) Select the correct vote option for each of the voting members listed and then click the <Save Votes>
button. The votes will be saved and the vote results will display the saved votes.
View Modes There are three modes to view an agenda. The view mode is changed by selecting a Meeting/Agenda and will
display on the “Agenda” screen.
► Normal Mode - Used when building an agenda and provides ability for user to enter notes/update
information.
► Projector Mode - Used to present a cleaner, more organized view of the agenda. Edit controls are not
visible in this mode.
► Slideshow Mode - Displays the agenda in full screen view and functions in a similar manner of a
PowerPoint slide show.
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Announcements As mentioned in the Dashboard section, three forms of announcements can be displayed within the
announcement area. An Account Administrator can create both Account and Group Announcements and a
Group Administrator can create a group announcement.
How to create an account announcement
1) To create an account announcement, select the Dashboard tab and click the ‘Announcement’ link.
2) The “Announcement” screen will appear, select the <+New Announcement> button.
3) Select the ‘Account Announcement’ radio button, enter the subject and announcement.
4) Select the date which you want the announcement to display and the expiration of the announcement.
This will determine when the announcement will display on the user’s Dashboard.
5) The signature can be created in the Account Management tab and will be the default for all Account
Announcements. This can be changed at any time when creating a new Account Announcement.
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6) Any files that accompany the announcement can be uploaded.
7) Select <Preview> to view a preview of what the announcement will look like prior to publishing.
8) Select <Save>
9) The newly created announcement will display in the announcement list. All users with a login to the
account will see an account announcement on their Dashboard.
How to create a group announcement
A group announcement can be created by an Account Administrator and a Group Administrator. The group
announcement will display on the Dashboard of group members associated with the group.
1) To create a group announcement, select the Dashboard tab and click the ‘Announcement’ link.
2) The “Announcement” screen will appear, select the <+New Announcement> button.
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3) Select the ‘Group Announcement’ radio button, select the group you are creating the announcement
for, enter the subject and announcement.
4) Select the date which you want the announcement to display and the expiration of the announcement.
This will determine when the announcement will display on the user’s Dashboard.
5) The signature can be updated at any time based on the user’s role for each group.
6) Any files that accompany the announcement can be uploaded
7) Select <Preview> to view a preview of what the announcement will look like prior to publishing.
8) Select <Save>.
9) The newly created announcement will display in the announcement list. All users that are members of
the chosen group will see the group announcement on their Dashboard.
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Member Basic Navigation
Meetings Meetings have to be created before an agenda can be created. Meetings contain details such as the date and time. A meeting may have multiple agendas assigned to it. In order to access the Meetings tab to create, edit or delete meetings, the user must have a role as a Group Administrator, Manager or Contributor.
How to navigate to an existing meeting
1) From the Dashboard, a user can see all meetings they are associated with based on the selected date
range.
2) Users can also navigate to meetings, by selecting the Meetings tab.
3) If the meeting name does not show, narrow the list of meetings by selecting a group from the ‘Show
Meetings for Group’ dropdown.
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4) Users can also use the ‘Date Range’ to more efficiently find their meetings.
a. Default view for ‘Date Range’ is set to Next 30 Days.
b. Options for filtering meetings will display meetings for Today, Next 15 days, Next 30 days,
Next 60 days, Previous 15 days, Previous 30 days, and Previous 60 days.
5) When the meeting is selected, it will open to display any agendas associated with it
Agendas
How to navigate to an existing meeting agenda
1) From the AgendaManager Dashboard click the Meeting of the agenda you wish to view. If the Meeting
is not displayed within the list, you may need to change Date Range filter.
2) When the agenda displays, the list of agenda items will show on the right side of the page.
3) Clicking on the agenda item title will display the item title, description and attachments on the left side
of the page. Any private notes, minutes or voting, if applicable, will also display.
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Private Notes
How to add private notes to an agenda item
Any member has the ability to enter their own private notes for agenda items. These notes cannot be viewed by
anyone except the logged in member. The notes can be included on the agenda and printed or saved as a PDF.
1) From the Dashboard or Meeting tab, select the meeting that contains the agenda that you want to add
notes.
2) This will open the agenda, with all of the agenda items, on the right side of the page.
3) Select the applicable agenda item to enter notes. The agenda item details will appear on the left side of
the page.
4) At the bottom of the page, there will be a My Notes tab. To expand the notes area, click on the arrow in
the middle of the page. Users can continue to expand the notes section by dragging the banner up.
5) Enter notes for each agenda item by navigating from one agenda item to the next utilizing the arrow
buttons. Notes will be automatically saved.
How to edit or delete private notes
1) Navigate to the agenda item that has the note that needs to be edited or deleted.
2) If you want to update your notes, simply make the necessary changes and select <Save>.
3) To delete notes, select the <Delete> button, a delete confirmation dialog box will display to confirm you
want to delete the notes.
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Suggesting an Agenda Item A user can suggest agenda items that can be reviewed before they are included in an agenda by an
administrative user.
► Items suggested for a particular agenda are sent to the administrator of the group for review. An
administrator can then decide whether to approve or decline the suggested item to include on the agenda.
► The suggested item is only visible if this functionality is enabled for the group by the administrator.
How to suggest an agenda item
1) Identify the agenda for which you would like to suggest an item.
2) From the “Agenda” screen click the <+Suggest Item> button. (If this button is not visible, the ‘Suggest an
item’ function has not been enabled.)
3) Type a title or name for the suggested item.
4) Enter a description of the suggested item.
5) Add attachments to the suggested item by clicking <Select Files> and finding the attachment on your
computer.
6) Select <Suggest New Item> to send suggested item and its content to the administrator for review.
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7) The suggested item will be placed in orange font at the bottom of the member’s agenda until it is either
accepted or rejected by the administrator.
Emailing an Agenda Item or Sub-item Group members can email an agenda item to a recipient of their choice.
How to email an agenda item or sub-item
1) Identify the agenda item or sub-item which you would like to email.
2) Click the <Email> button located in the agenda toolbar.
3) An Email modal will be displayed.
4) User can manually enter the email address of any recipients in the ‘To’, ‘BCC’ or ‘CC’ fields. Use a
semicolon to separate different recipients.
5) Enter a subject for the email.
6) Message body contains template content set at the account level. The user can modify the message
body before sending the email.
7) Agenda details will be included as a PDF attached to the email.
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8) Click <Send> in the modal to send the email.
Printing or Downloading Agendas Members can print any agenda and the associated documentation.
1) From the AgendaManager Dashboard, click on the Meeting of the agenda you wish to view and print.
2) On the agenda screen, select the “Print” button.
3) The Print Preview window will appear. Users can elect to print directly from the print preview page OR
print the agenda in PDF or Word format.
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4) Users can also elect to include descriptions, attachments, notes, minutes, attendance and voting if
applicable to the agenda. Select the “+” and the component to include. The component will display on
the print preview page. If any of the components were not part of the agenda they will be grayed out.
5) Any attachments associated with the agenda can be converted to PDF when possible. Check the Convert
attachments box to consolidate all possible attachments into one PDF file.
Search Users can search for past agendas, meetings, and documents using the Search feature.
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How to conduct a search 1) From the Search tab, type any search term in the ‘Search’ text box.
2) Expand the Show/Hide Filters banner to narrow the search by date or by groups you are a member of.
To include all groups that you are a member of, click the <Search All> button.
3) If you know the group you want to search, select the <X> next to the group name to remove that group
from the search.
4) Users can also clear all groups and select individual groups they are a member of using the drop down
by clicking in the ‘Select Group(s)’ area. This will display all groups the user is a member of
alphabetically.
5) Click <Search>. Results that are most relevant will be displayed at the top of the results list.
