Public Engagement Suite unifies speaker sign-up and written comments within Agenda and Meeting Management through a workflow tied to meetings and agenda items. This enables clerks to manage participation with consistent rules and centralized visibility before and during meetings.
The Public Comment button appears on meeting event pages when an agenda is published, and Public Engagement Suite features are enabled.
After selecting a meeting, residents can choose Speaker Sign-Up or Written Comment on items with those options enabled.
Speaker Sign-Up Functionality
Public Speaker Sign-Up allows residents to register in advance to speak on agenda items through the Public Portal.
Key Details
Sign-up Cut-off Time (Optional): Define how many hours before the meeting start time residents must register to speak. This helps staff finalize the speaker list before the meeting begins.
Enable Interpreter Services (Optional): Allow residents to request language interpretation services when registering to speak, if desired. This helps staff plan accessibility accommodations ahead of the meeting.
Email Confirmation: Residents signing up to speak are prompted to sign in to the Public Portal or to provide an email address. If they give their email address, they will receive a verification code. Users are only allowed to sign up to speak once per agenda item. However, they can sign up to speak on multiple items as long as speaker sign-up has been enabled for those items.
Require User Login (Optional): Require that residents log in to the Public Portal before signing up to speak, if desired. This ensures the clerk receives verified contact information for each speaker.
Minutes and Packet Integration: Use one of three Speaker merge tags to include speaker participation in packets and Minutes. When packets or Minutes are generated, speaker participation is documented for the record.
Analytics and Reporting: Export Approved Speaker Sign-Up Requests for reporting.
Written Comments Functionality
Written Comments allow residents to submit comments tied to agenda items before the meeting.
Key Features
Configuration per Item: Control public participation per agenda item. Allow written comments and speaker registration for specific items.
Comment Cut-off Time (Optional): Define how many hours before the meeting start time that written comments will close. After the deadline, the comment option will no longer appear on the Public Portal.
Require User Login (Optional): Require that residents log in to the Public Portal before submitting, if desired. This can help you maintain accurate records of who submitted each comment.
Allow Attachments (Optional): Allow residents to upload supporting documents along with their written comments. These can include reports, photos, or other documentation relevant to the agenda item. Files are checked for viruses and security risks as part of the upload process.
Minutes and Packet Integration: Include written comments in packets and Minutes using the new [ITEM_WRITTEN_COMMENTS_APPROVED] merge tag. When packets or Minutes are generated, approved comments appear in submission order.
Moderation Permissions: Only authorized users manage public input. Admin users can assign permissions for viewing, taking action on, and deleting comments.
Analytics and Reporting: Export Item Comments data for reporting.
Enable Public Engagement Suite
Public Engagement Suite is available to Select Lite and Select Pro customers with Minutes as an add-on for an additional cost. For more information or to enable the feature, please contact your Customer Success Manager or Account Manager.