The AI Editing Assistant feature embeds generative AI directly into various instances of the Froala Editor within Agenda and Meeting Management Select. With the feature enabled, you can access real-time AI writing assistance while drafting agenda items or meeting minutes.
AI Editing Assistant Functionality
The AI assistant can:
Improve the grammar, clarity, and tone of your draft text
Help standardize public comment summaries and motion language
Rewrite rushed or unpolished notes into formal minutes
Assist in rewording complex content for plain language compliance
Summarize lengthy sections of discussion into concise meeting records
You’ll see the AI Editing Assistant button in certain Froala Editor locations within Agenda and Meeting Management Select:
Item Fields
Agenda Item Name
Item Description
Other Details
Fiscal Information
Minutes Summary
Discussion
Hot Buttons
Within the AI Editing Assistant pop-up, you’ll find Hot Buttons. These are predefined prompts that allow you to quickly apply common improvements to your text with a single click. These buttons are designed around municipal workflows. They include actions like “Improve my Writing,” “Simplify Text,” and “Format for Minutes.” They’re especially useful when you’re working quickly and don’t want to type a custom instruction. Clicking on one of these buttons will cause the AI Editing Assistant to automatically interact with the text you have in the Froala Editor.
Powered By Prompts
The prompts behind the AI Editing Assistant and its Hot Buttons are hard-coded into Agenda and Meeting Management Select and cannot be edited. These are the prompts:
Base Prompt: You are a highly experienced municipal clerk with deep knowledge of local government processes, meeting preparation, and documentation standards.
Style and Output Rules:
Respond in the user's language.
Output only what is asked. No greetings, no introductions, no explanations, no closing lines.
If a list is requested, return only the list (one item per line unless a format is specified). No headings or prefaces.
Ask one short clarifying question only if the request is ambiguous; otherwise, answer directly.
Keep a professional, neutral tone suitable for public records. Avoid speculative or legally sensitive phrasing.
Improve Writing Hot Button Base Prompt: Refine this content to align with professional Clerk-level writing standards, improving structure, clarity, and tone for municipal documentation: {Editor Content}
Simplify Text Hot Button Base Prompt: Rewrite this content using plain, accessible language so it can be easily understood by members of the public without changing its meaning: {Editor Content}
Format for Minutes Hot Button Base Prompt: Format this text as an official paragraph for inclusion in meeting minutes, following municipal record-keeping conventions: {Editor Content}
Use Cases
Here is a list of possible ways users might use the AI Editing Assistant in each of the supported Froala Editor areas, based on clerk workflows and common documentation needs:
Item Fields
Agenda Item Name
Rephrase a long or unclear title into a concise, professional subject line
Convert internal shorthand into a public-facing title
Remove filler words or repetitive phrasing
Item Description
Turn rough notes into a formal description with proper grammar and structure
Rewrite text to align with a standard agenda format (for example, “Staff recommends…”)
Simplify complex policy or technical language into plain language for public understanding
Summarize long supporting text into a one-paragraph overview
Fiscal Information
Reword financial justifications to improve clarity and professionalism
Ensure formatting matches the expected template or legal language
Translate finance team notes into something readable for the public or council
Summarize multiple cost elements into a single sentence summary
Minutes Summary
Discussion
Rewrite speaker notes into formal third-person summaries
Improve clarity for who said what, especially when multiple speakers are involved
Fix fragmented or rushed notes taken during live meetings
Convert informal phrases into professional language appropriate for legal records
Summarize back-and-forth conversation into a concise paragraph with outcomes noted
Meeting Minutes Example
Imagine you're capturing a discussion during a fast-moving meeting. Your raw notes might look like this: “Bob Gunderson (resident of Ward 3) spoke during public comment. Said pothole repairs on Elm were ‘half-done’ and ‘still dangerous.’ Filed a complaint two weeks ago, hasn’t heard back. Asked about using street improvement grant to speed it up.”
Simply highlight this text, click the AI Editing Assistant icon in Froala, and ask the assistant to “Help improve my writing.”
Result: “Mr. Gunderson expressed concern regarding incomplete pothole repairs on Elm Street, describing the conditions as hazardous to cyclists. He requested an update on the project timeline and inquired whether street improvement grant funds could be used to expedite completion.”
Data Security and Transparency
AI assistance is optional and user-controlled.
Text is only processed after user submission.
Content is not used to train the public or any other generative AI model.
Each interaction with the AI Editing Assistant is limited to that specific instance of a Froala Editor. Once the text is deleted, it is gone forever.
Enable the AI Editing Assistant
The AI Editing Assistant can be added to Select Lite and Select Pro customer sites at no additional cost. For more information or to get access, please contact your Account Manager.
Disable the AI Editing Assistant
Once enabled, individual users can turn off the AI Editing Assistant at any time by revoking acknowledgment of the AI Policy. The policy is presented in a window within the product the first time you use any AI feature. It can later be viewed and managed in the CivicPlus Account Service. For more information, including how to view or revoke your acknowledgment, see the AI Policy Agreement article.
Customers may want to disable the AI Editing Assistant for their entire organization. Administrators wishing to do so should contact their Customer Success Manager.