This article explains how to configure Public Engagement Suite features for meeting types, individual agenda items, and default agenda items. You will learn how to enable or disable speaker sign-up and written comments, set submission deadlines, and manage related settings in the system.
Important Note
Public Engagement Suite functionality can only be configured if the Public Engagement Suite add-on has been enabled. For more information or to enable the feature, please contact your Customer Success Manager or Account Manager.
Configure Public Engagement Suite Features for a Meeting Type
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Meeting Types tile:
Click the Edit button (purple pencil icon) next to the desired Meeting Type:
Navigate to the Public Engagement Suite section:
Update the Public Engagement Suite fields to configure Speaker Sign-Up and Written Comments as desired:
Enable Public Speaker Sign-up: Enable or disable Public Portal speaker sign-up for meetings with this meeting type
Set Sign-up Cut-off time: Enable or disable a deadline for speaker sign-up requests
Number of hours prior to the meeting’s start time sign-ups should close: Indicate when the speaker sign-up window should end if the “Set Sign-up Cut-off time” setting has been enabled
Enable Interpreter Services: Allow or disallow interpreter requests within the speaker sign-up dialog
Require User Login: Indicate whether users must be signed in to the Public Portal to sign up as a speaker
Allow Phone Participation: Indicate whether users can select Phone as a participation method
Allow Online Participation: Indicate whether users can select Online as a participation method
Auto Approve Speaker Sign-up Requests: Indicate whether the system should bypass the manual speaker sign-up review process and automatically mark requests as approved upon submission
Enable Written Comments: Enable or disable written comment submissions for meetings with this meeting type
Set Comment Cut-off time: Enable or disable a deadline for written comment submissions
Number of hours prior to the meeting’s start time comments should close: Indicate when the comment submission window should end if the “Set Comment Cut-off time” setting has been enabled
Require User Login: Indicate whether users must be signed in to the Public Portal to submit a written comment
Allow Attachments: Allow or disallow the uploading of attachments as part of written comment submissions
Auto Approve Written Comments: Indicate whether the system should bypass the manual written comment review process and automatically mark comments as approved upon submission
Click Save Changes to save your changes and remain on the Default Settings page, or click Save and Exit to save your changes and return to the Meeting Types page
Configure Public Engagement Suite Features for an Item
Sign in to your solution if you have not already
Navigate to the Meetings module:
Select the agenda that has the desired item:
Select the desired item:
Scroll to the Public Engagement Suite section:
Check or uncheck the Public Engagement Suite checkboxes to configure public comments for the item:
Enable Public Speaker Sign-up: When this box is checked, users can sign up to speak about this item in the Public Portal
Enable Interpreter Services: When this box is checked, users submitting a speaker sign-up request in the Public Portal can request interpreter services as part of their submission
Enable Written Comment: When this box is checked, users can submit a written comment about this item in the Public Portal
Click the Save Item button to save your changes:
Speaker Sign-Up and Written Comments have been configured for the item
Configure Public Engagement Suite Features for Default Items
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Default Items tile:
Click the New Default Item button to create a new item, or click the Edit button (purple pencil icon) to the right of an item name to modify an existing default item:
Fill in or update the basic Details fields as desired:
Name: Enter or edit the unique name that will be used in the Settings to reference this default item
Item Category: Select or update the Item Category that this item will use by default
Department: Select or update the Department that this item will use by default
Select or update the default enablement settings as desired:
Do Not Auto-Generate Item Report: Check this checkbox if you want this item to ignore a meeting type's auto-generation rules
Auto-Enable Written Comment When Available: Check or uncheck this checkbox to indicate if the system should automatically enable Written Comment for this default item (this field is only visible when Public Engagement Suite is enabled)
Auto-Enable Speaker Sign-Up When Available: Check or uncheck this checkbox to indicate if the system should automatically enable Speaker Sign-Up for this default item (this field is only visible when Public Engagement Suite is enabled)
Notes:
Meeting Type participation settings continue to control overall availability and can override defaults when participation features are disabled at the meeting level.
Users can still manually adjust Written Comment and Speaker Sign-Up participation settings at the individual agenda item level where current workflows allow.
Fill in or update the additional information fields as desired:
Item Name: Enter or edit the name of the item as you would expect it to show on your agenda
Note:
After you have clicked into the Item Name field, you can use the paragraph formatting and text formatting tools to format the display of the item name, as desired:
Item Design: Select or edit the pre-existing item design that this item will use by default
Note:
If you wish to use a pre-existing design from this list, ensure you do not enter any content into the Custom Design field.
Custom Design: Enter or edit the custom design that this item will use by default
Notes:
If the Custom Design field contains any content (including a single space), then it will be used instead of a selected Item Design.
After you have clicked into the Custom Design field, you can use the paragraph formatting and text formatting tools to format the display of the Custom Design, as desired:
Click the Save Changes button:
Note:
Changes to default items are only effective on new meetings.
The default item has been saved