This article will show you how to give speaking rights to an individual, as well as how to edit their speaker details and remove them if necessary. In this process, no one has requested speaking rights, but you want to grant speaking rights manually.
Board Members can request Speaking Rights during a meeting.
Important Note
Speakers can also be added from the Minutes Speakers page. This allows you to add individual speakers before the meeting, rather than having to manually add speakers to individual agenda items.
Add a Speaker on the Minutes Summary Page
Sign in to your solution if you have not already
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 Summary option from the dropdown list:
If there are no requests, and you want to initiate or manage speaking rights, select the desired section or item:
Note:
If you are already viewing a section or item within the Minutes module, you can navigate to another section or item by clicking its name in the order of business sidebar.
Click the +Speaker button:
Fill in the Add Speaker fields:
Speaker Name (required): Add the speaker's name
Role (required): Choose Board Member, Citizen, Staff Member, Other
Minutes (required): How long (in minutes) the speaker can speak for
Click the Add Speaker button:
To manage speaking time, click the Speaker row to expand the speaker details:
Click the Call button to start the speaker's time:
When you grant time, two countdown timers will appear on your Clerk View screen:
Note:
Both timers will turn red when only 30 seconds remain.
Use the speaker options to manage speakers as necessary:
Edit: Edit the speaker's details or delete the speaker
End: End the speaker timer
Pause: Pause the speaker timer
Add Time: Add additional time to the speaker timer
Reset Timer: Reset the speaker timer
The speaker status will update to Completed when the timer runs out or the speaker time is ended manually:
Edit a Speaker on the Minutes Summary 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 edit:
Click the Go to Minutes button:
Navigate to the View menu and select the Minutes Summary option from the dropdown list:
If there are no requests, and you want to initiate or manage speaking rights, select the desired section or item:
Note:
If you are already viewing a section or item within the Minutes module, you can navigate to another section or item by clicking its name in the order of business sidebar.
To manage speaking time, click the speaker row to expand the speaker details:
Click the Edit button to update the speaker's details:
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:
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 Summary 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 Summary option from the dropdown list:
If there are no requests, and you want to initiate speaking rights, select the desired section or item:
Note:
If you are already viewing a section or item within the Minutes module, you can navigate to another section or item by clicking its name in the order of business sidebar.
To manage speaking time, click the speaker row to expand the speaker details:
Click the Delete Speaker button (red trash can icon) to the right of the speaker you wish to remove:
Click the OK button on the pop-up that appears to confirm the deletion:
The speaker has been deleted