User Guide
Contents Overview & General Navigation... 3 Application Terminology... 3 Groups... 3 Text Formatting Menu Bar... 3 Logging into the Application... 3 Dashboard... 4 My Profile... 5 Administrator Navigation... 6 Group Management... 6 How to create a Group... 6 How to edit a group... 8 How to add group members... 8 How to delete a group... 9 Member Management... 10 How to add a member... 10 How to edit a member... 12 How to resend a member invite... 13 Meetings... 14 How to Create New Meetings... 14 Meeting Security... 15 Agendas... 15 How to add a new agenda... 15 How to build the new agenda... 16 How to add agenda sub-items... 17 How to edit agenda items... 18 How to update/delete an agenda... 18 How to prioritize the order of agenda items and sub-items... 20 How to demote or promote agenda items... 20 Attachment Indicator... 20 How to approve suggested items... 21 How to distribute an agenda to a group... 23 Templates... 24 How to create a template... 24 1 P a g e
How to use a template... 25 The AgendaManager Bin... 26 How to copy to bin... 26 How to retrieve a copied item from the AgendaManager bin... 26 Minutes... 27 How to add minutes using the minutes tab... 27 How to add minutes using minutes view... 28 How to show minutes... 29 How to print minutes for an agenda... 30 Attendance... 31 How to take attendance... 31 Voting... 33 How to enable voting for an item... 33 How to record votes for an item... 34 View Modes... 34 Announcements... 35 How to create an account announcement... 35 How to create a group announcement... 36 Member Basic Navigation... 38 Meetings... 38 How to navigate to an existing meeting... 38 Agendas... 39 How to navigate to an existing meeting agenda... 39 Private Notes... 40 How to add private notes to an agenda item... 40 How to edit or delete private notes... 40 Suggesting an Agenda Item... 41 How to suggest an agenda item... 41 Emailing an Agenda Item or Sub-item... 42 How to email an agenda item or sub-item... 42 Printing or Downloading Agendas... 43 Search... 44 How to conduct a search... 45 2 P a g e
Overview & General Navigation Application Terminology Term Account Administrator Agendas Basic Information Contributor Dashboard Groups Group Administrators Manager Meetings Member My Profile Public Templates Definition User who has the ability to create members, groups, meetings, and agendas. The content of what will be discussed during a meeting. The information that will display on the account homepage. It can include the organization s name, description/mission and logo. Members who helps manage meetings and agendas for assigned groups. Overview of the meetings scheduled for designated date range. Provides ability to view announcements and notifications. Used to gather members and agendas into smaller, more meaningful collections. 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. 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. 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. Users who have the ability to login and view meetings and agendas for the groups that the user is assigned to. Area that allows a member to edit basic information about their account. Users that do not have a login to the application and can view public agendas. Used to store common structures of agendas and the items within them. They can then be re-used to save time. 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. 3 P a g e
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. Dashboard The Dashboard is the first destination for members when they log into the application. The Dashboard is comprised of three different areas. All three areas can be collapsed or expanded by selecting the arrow next to each section header. 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. 4 P a g e
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. 5 P a g e
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. 6 P a g e
3) Enter the name of the group (required) and description (optional). A list of all members associated with the account will display. 4) 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 Manager Contributor Member Voter Vote Taker Minute Taker Attendance Taker Description Can create meetings and agendas and add/remove users from their group, but cannot create/delete a group. Can help manage meetings and agendas for assigned groups. View only access to meetings and agendas for groups they are assigned to. Allowed to vote (if enabled for meeting) for the group. 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. Can take minutes in the meeting. Can take attendance in the meeting. 7 P a g e
5) Check the Allow Suggestions box if you want to provide non-administrative members the ability to suggest agenda items. 6) 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. 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. 8 P a g e
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. 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. 9 P a g e
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. 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. 10 P a g e
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. 11 P a g e
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 agendaman@caiu.org. 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 1) Select the group where the member belongs. 12 P a g e
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 page. 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. 13 P a g e
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) Select the <Add Meeting> button to save and create the meeting. Upon saving the meeting, the Create Agenda screen will display. 14 P a g e
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, directly after 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. 15 P a g e
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. 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. 16 P a g e
Option B- Utilizing the 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> add 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. 17 P a g e
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> 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 needing 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. 18 P a g e
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. 19 P a g e
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. 20 P a g e
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. 21 P a g e
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. Member Notification Area 7) The notification on the administrator s notification area will be updated reflecting a resolved status. 22 P a g e
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. 23 P a g e
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 24 P a g e
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 <Agenda from Template>. 2) All Agenda s saved as a template will appear in the drop down list; select the appropriate agenda for use in creating the new agenda. 3) Select <Add Agenda>. 4) The agenda will auto populate to the Update Agenda screen. 5) Select <Update Agenda> and then select the <View Agenda> link to update or edit items within the agenda. 25 P a g e
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. 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. 26 P a g e
3) The Create a new item from an existing item in your bin window will display. 4) Select a Bin Item from the dropdown list. 5) 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. 6) 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. 27 P a g e
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. 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 quickly navigate 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. 28 P a g e
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> 29 P a g e
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 30 P a g e
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. 31 P a g e
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. 32 P a g e
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, put a checkmark next to 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 ). 33 P a g e
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. 34 P a g e
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 trigger when the announcement will display on the user s dashboard. 5) Select <Save> 35 P a g e
6) 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. 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 trigger when the announcement will display on the user s dashboard. 5) Select <Save>. 36 P a g e
6) 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. 37 P a g e
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. 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 date range the user has selected to filter by. 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. 38 P a g e
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. 39 P a g e
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 are, 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. 40 P a g e
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 Suggest 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 local machine. 6) Select <Suggest New Item> to send suggested item and its content to the administrator for review. 41 P a g e
7) The suggested item will be placed in orange font at the bottom of the members 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 set at the account level. User can modify the message body before sending the email. 7) Agenda details will be included as a PDF attached to the email. 42 P a g e
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 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. 43 P a g e
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. 44 P a g e
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 in alphabetically. 5) Click <Search>, results that are most relevant will be displayed at the top of the results list. 45 P a g e