Record Additional Attendees with the Also Present Field

The “Also Present” field allows clerks to record Agenda and Meeting Management Select users who attended a meeting but were not members of the governing body. Users added to this field can be automatically included in meeting minutes by using the [ALSO_PRESENT] merge tag in Minutes Designs or Minutes Snippets.

This article explains how to add users to the Also Present field and display them in your meeting minutes.

Important Note

The Also Present field only lists existing Agenda and Meeting Management Select users. Users must exist in the system before they can be selected.

Add Users to the “Also Present” Field

1. Sign in to your solution if you have not already

2. Navigate to the Meetings module:

   

3. Select the desired meeting:

   

4. Click the Go to Minutes button:

   

5. Ensure you are viewing the Minutes Settings page:

   

   Note:

   The Minutes Settings page should appear by default. If you are not viewing the Minutes Settings page, you will need to navigate to the View menu and select the Minutes Settings option from the dropdown list:

   

6. Navigate to the Also Present field in the Minutes section:

   

7. Search for and select one or more Agenda and Meeting Management Select users who attended the meeting but were not members of the governing body:

   

8. Changes are saved automatically, and the selected users will now be associated with the meeting as “Also Present” attendees:

   

Use the [ALSO_PRESENT] Merge Tag

The [ALSO_PRESENT] merge tag displays users selected in the Also Present field in “First Name Last Name” format. Add this merge tag to a Minutes Template or Minutes Snippet to automatically include additional attendees when meeting minutes are generated.

For instructions on adding merge tags, see:

• Add and Manage Minutes Designs

• Create and Manage Minutes Snippets

• Insert Minute Snippets