This article will show you how to add Speaking Rights to a person from the Minutes Speakers page, as well as how to edit their speaker details and remove them if necessary. This will allow you to quickly add speakers to individual sections or items and see all the speakers for all sections and items for the entire meeting.
Board Members can request Speaking Rights during a meeting using the Board Portal. You can also add speakers to individual sections or items from the Minutes Summary page.
Add a Speaker on the Minutes Speakers Page
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Navigate to the Meetings module:
Select the agenda that you wish to add a speaker to:
Click the Go to Minutes button:
Navigate to the View menu and select the Minutes Speakers option from the drop-down list:
Click the Add Speaker button:
Fill in the Add Speaker fields:
Select section or item (required): Select the section or item that the speaker will be presenting on
Speaker Name: Add the speaker's name
Role: Choose Board Member, Citizen, Staff Member, or Other
Minutes (required): Enter how long (in minutes) the speaker can speak for
Click the Add Speaker button:
The speaker will be added to the Minutes Speakers page:
Note:
The speaker will also appear in the Minutes Summary's Edit Mode and can be called when the item is discussed.
Edit a Speaker on the Minutes Speakers Page
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Navigate to the Meetings module:
Select the agenda with the speaker you wish to edit:
Click the Go to Minutes button:
Navigate to the View menu and select the Minutes Speakers option from the drop-down list:
Select the speaker you wish to edit:
Update the Speaker Name if desired:
Click the Role dropdown to select a new role for the speaker if desired:
Enter the allotted time (in minutes) for the speech into the Minutes field or click the up or down arrows to increase or decrease the speaking time as desired:
Click the red X-icon to the right of the Minutes field to remove the speaker from the selected item if desired:
Or click the Delete Speaker button to remove the speaker from all assigned items:
Note:
After clicking the Delete Speaker button, you will need to click Delete Speaker again on the confirmation popup.
Click the Save Changes button to save all changes:
The speaker has been edited
Delete a Speaker on the Minutes Speakers Page
Sign in to your solution if you have not already
Navigate to the Meetings module:
Select the agenda with the speaker you wish to delete:
Click the Go to Minutes button:
Navigate to the View menu and select the Minutes Speakers option from the drop-down list:
Select the speaker you wish to delete:
Click the Delete Speaker button to remove the speaker from all assigned items:
Click the Delete Speaker button on the pop-up that appears to confirm the deletion:
The speaker has been deleted