[0:00] All right. Welcome to Board's and Commission's training. Of course, my name is Lauren Holly. And I am going to be taking you through the software today. We're going to be exploring all the ins and outs from administration through all of the different tools, tabs and features here within the software today. Now, because this is a very detailed training call, I do ask that you leave yourself muted with the exception of those times when I pause to ask for questions.

[0:30] I do that quite a bit during the call, but other than that, please make sure you stay muted,

[0:36] or if you have a question that feels a little bit more immediate, feel free to drop those

[0:41] in the chat. I will have the chat window open as well, so I'm more than happy to answer those

[0:46] questions as they come up as well. Right. Now, here as you can see, I am on my login screen,

[0:54] and in order to use boards and commissions, I do need to have what's called a media manager

[1:00] account. And so here is you can see the name of my tab is Granicus Media Manager login.

[1:07] Of course, I'm logging into my personal sandbox site, but for you, your site will typically

[1:13] be like the name of your city or county dot granicus.com. Now here, I am using my email and password

[1:21] as my username. Your username may very well just be first initial and last name or something

[1:28] that effect and then I'm going to enter in my password. If you are using single sign on,

[1:35] you'll see an additional single sign on option here below underneath forgot password and sign in.

[1:43] But since I don't have that, I'll just be using the traditional method. You will notice that here

[1:48] you'll have the forgot password link where if you do have trouble getting logged in, you can select

[1:54] that in order to get some assistance resetting your password. Alternatively, for anyone else on your

[2:01] team who might also be a media manager admin, they can also come in and assist you if you're having

[2:10] trouble with your password by resetting your password for you. Alright, now here, I'm going to

[2:15] click that sign in button and that's going to bring me into the system.

[2:23] Now that I am logged in,

[2:25] I am in the media manager side of my solution.

[2:30] Now, media manager is the parent site supports and commissions,

[2:34] which means that in order to have or use boards and commissions,

[2:37] you do have to have this media manager site for clients

[2:41] who use streaming or peak agenda, anything like that.

[2:47] They will already have a media manager site,

[2:50] so you may already have that.

[2:52] If you don't use either of those solutions,

[2:54] you'll just see that all of these fields here will be blank, okay? Now, here today

[3:00] before we move into boards and commissions itself, it is important for me to talk to

[3:06] you about how to make sure that your users are able to get into boards and commissions.

[3:12] And as I mentioned, you have to have a media manager login in order to use boards and commissions.

[3:18] So here, how do we create users in the system and how do we make sure that they at least have access to boards and commissions?

[3:27] Not permission, not yet, but just access.

[3:31] We'll do that here in the Media Manager side.

[3:34] So here, I'm going to go to my top toolbar and select admin.

[3:41] Now here, when I select admin, I'm going to be going next down to users and groups.

[3:49] And here from users and groups, this is going to show me everyone who is a current user in my system.

[3:57] Now, if there's someone that I'm looking to make an edit to, like for example, maybe my clerk reaches out and says,

[4:03] hey, I need you to update my passport because I'm completely forgotten it. I can certainly do that, right?

[4:10] If I wanted to make an edit to an existing account, I'll simply find that account down in the table

[5:00] So, here, let's go over to the new user button, right next to the new group button in the top left corner.

[5:10] Selecting new user is going to open up a blank form for us, where we can now go ahead and create the user that we need.

[5:18] Here, we'll go ahead and enter in a username.

[5:22] We'll then follow that up with either selecting or setting a default password for this person or leaving this set password button alone and allowing the user to get an email that will be sent to their email address that will give them the ability to set their own password.

[5:42] Now, if you do choose not to set a default password, it is important to remember that that

[5:49] link that they receive in their inbox is only good for a day, so if they don't remember

[5:55] to log in and use that right away, then they will not be able to use that link and then

[6:01] you'll want to go ahead and set them a default password, which they can change after 24 hours.

[6:08] Next, we have the name fields, which will include first name, last name, and middle name.

[6:16] And then of course, we have email.

[6:19] Here, first name, last name, and email, are required while middle name or middle initial is not.

[6:27] Next, we have phone number here.

[6:30] And of course, if you wanted to keep that for your internal purposes, you certainly can.

[6:35] And then lastly, we have default app.

[6:39] Selecting a default app from this drop-down allows us to tell the system where this person

[6:45] should be routed to whenever they log into the system.

[6:50] So here, as we saw, when I first logged in, I come into the media manager side of things.

[6:55] So I'm kind of seeing things from the back end.

[6:59] Alternatively, if I wanted to see boards and commissions straight away,

[7:03] I would change my default app to boards and commissions.

[7:10] Now, looking to the right hand side of the screen,

[7:12] I see a list of groups that I can assign people to.

[7:16] Here it's important that I only assign people to one group.

[7:21] Now, for those of you who are on the call today,

[7:23] he'll likely just be administrators,

[7:25] which means you can do anything in your system.

[7:27] But if you did have people who needed to be assigned,

[7:31] who might have a smaller capacity, like, let's say, board liaison or something like that.

[7:39] In that case, you would probably want to mark them to a different group.

[7:43] By default, you'll only have a handful of groups, I believe, four or five,

[7:48] but you can create a new group if you'd like, and call it whatever you'd like,

[7:51] by using the new group button, here to the left-hand side of our screen.

[7:56] Any questions here on creating a new user?

[8:06] Now, once your users are created, you'll go in and either add them to a group, here from that checkbox list, or you can go directly into the group to add them, or you'll create a new group, and add them there.

[8:23] Here, we want to make sure that any time we are assigning someone to a group, that that group has access to boards and commissions.

[8:31] Remember, Media Manager only dictates access and does not dictate the level of permissions

[8:38] given to the person in boards and commissions.

[8:42] That is done from the boards and commissions application.

[8:46] So here, if I go and take a look at my clerks group, I'll see that under the Apps tab,

[8:52] I have the ability to set access or no access for boards and commissions.

[8:57] This is an important step.

[8:59] I need to create my user, assign them to a group, and confirm that the group that I've added them to has access to boards and commissions.

[9:11] We'll be talking about permissions in boards and commissions a little bit later in our call today,

[9:16] but are there any questions here on the media manager's side of things where we have our parent site that dictates who the users can be in boards and commissions?

[9:26] Um, I have one question. Can you hear me?

[9:30] Yeah, I can hear you. Okay. Um, on that, and this isn't on the boards and commissions,

[9:35] I just happened to notice because Pika gender is not right down the right. What is the launch?

[9:39] I see administrator launch no access. What does launch mean if you click that for a user?

[9:46] Launch just means that it can be opened. It can be the same as access.

[9:50] Okay. Got you. Thank you.

[9:52] You're welcome.

[9:54] Okay. All right. So now that we understand the role that medium.

[10:01] And as you can see here, my dashboard is going to show me quite a bit of information, kind of depending on what's happening there within my applications.

[10:11] I'm going to add a couple of questions here just so that we can see some info.

[10:19] Okay. All right. So here on the dashboard, we're going to get kind of an overview of what's happening within our system.

[10:27] Starting first, we'll see the number of active boards in our system.

[10:33] So as you can see, I have seven active boards and out of those seven active boards,

[10:39] I have three that have completed all of their board details, all of the little informational fields.

[10:45] And then I have four that are missing information.

[10:49] If we choose, or if we are looking at something and it says that it's missing information,

[10:53] And this doesn't mean that we've done anything wrong.

[10:56] It simply means that here there is one or two fields probably that we just haven't filled

[11:03] out.

[11:03] And that's relatively normal, especially if you decide to create board details for things

[11:09] that are very specific to specific boards.

[11:14] Next, we'll see the number of seats in my organization.

[11:17] I have 34 seats and out of those 34, 26 are filled and only 8 are open.

[11:26] Looking a bit further over, I can see applications and this is showing me too.

[11:31] Now, this number is not an indication of how many applications total are in my system,

[11:38] but rather how many applications are in my system that are still under the status of submitted and eligible.

[11:47] For those applications, I can see that zero of those are under six months old and two or all of them that are being called out here are six months old or older.

[12:03] Just below that, I'll see my terms that are expiring soon. This is simply a forecast over the next 12 months of the terms that I expect to see expiring.

[12:14] And then next, we'll see the home district of my members and applicants showing me the districts that people live in based off of the application data that's in my system.

[12:26] Now, if you don't use districts, but you do use neighborhoods, for example, you could absolutely use this question for that instead on your application form in order to see this graph here.

[12:39] Looking at the right-hand side of my screen, I'll see a side panel that includes some additional information and these additional pieces of information are what we call dashboard data.

[12:52] These are all questions that we have marked on the application form to be able to pull them in here on our dashboard.

[13:01] So, as you can see here, I can switch these questions around as I see fit, based off of what information is available there within my application form.

[13:14] Here at the very top, we do also see that we have the ability to toggle this dashboard.

[13:21] By default, of course, we're seeing only all, well, rather, we are seeing all of our boards.

[13:26] And if we only wanted to see one board in particular, we could then select that board from the drop down.

[13:35] Any questions here on the dashboard?

[13:48] Okay. Our next tab will be the People tab, and you may be wondering why we're going to skip over some of these other tabs first.

[13:58] And that's because here, when we look at the People tab, this is where everyone's stories will truly begin here within your system.

[14:06] In order to have an application record, in order to have an appointment record, you have to first have a people record.

[14:16] So here we like to think of your people tab as a living record of anyone who has ever so much as started an application in your system.

[14:26] Here we'll find a unique or individual people record for each person who has applied and that

[14:34] people record is then updated so long as they continue to use the same email address.

[14:42] Here when I'm looking at my people tab, the first thing I'll notice at the top left is the label for this tab,

[14:49] my people label. Right next to it, I do have the ability to click that download button.

[14:56] Here, when I select this download button, this allows

[15:00] Excuse me to download all of the information that lives here within my people tab as a spreadsheet.

[15:07] Next, I have the ability to filter people out by their name, email or phone number, by the boards

[15:15] that they've applied to, by their created date, by whether or not they've ever been appointed to a board.

[15:23] And if I select the more drop down, I'll be able to find my internal trackers as well as any questions that I have marked on my application form as filters.

[15:36] Next, we have the ability to reset our search or click the green filter button anytime we've applied any of the filters from here along the top of our screen.

[15:48] Looking to the top right here, we have the Add Applicant button.

[15:53] Selecting Add Applicant is going to allow us to see the application form in admin mode.

[16:01] So here we're going to see that red message.

[16:04] Now here any time you enter the application form and you see this kind of pink stripe

[16:09] or this red stripe across the top, this is a reminder to you that you are working on a citizen's behalf.

[16:17] Here, an example of why you might use the Add Applicant button would be if someone were

[16:22] to apply and hand you in a printed copy of the application form.

[16:28] In order for you to get that digitized and pulled into your system, you will need to enter

[16:32] it in.

[16:35] Here you'll scroll through filling out all of the different necessary fields until you get

[16:40] to the very bottom and click Submit.

[16:44] As you'll notice, you also have the ability here to view the application as a PDF or print.

[16:50] This is especially helpful if you're looking to get just a printed copy or a few printed copies to have on hand.

[16:58] And of course, you can also withdraw, giving you the ability to cancel an application if someone has maybe submitted one that was printed and then change their mind.

[17:09] Okay. I'm going to click with draw so I don't create a blank record in my system here.

[17:18] Now, as I look at the people tab, there are two different ways to provoke or manage information from this tab.

[17:27] The first is to select any number of checkboxes here along the left-hand side of the screen.

[17:35] When I select checkboxes, this will generate a group actions menu to the right-hand side of my screen.

[17:44] Here, when we are looking to use these group actions, this is allowing us to apply the same change or the same action to all of the checkboxes that we've selected.

[17:59] Our group actions menu is something that we'll see here on the people tab, but we'll also

[18:04] see it on the applications and appointments tab.

[18:07] The options will differ slightly depending on which tab that you're in.

[18:12] Here starting with the group actions for the people tab, the first option we have is to

[18:18] edit tracking.

[18:20] Now here as you can see, for my trackers I have some information like whether or not this

[18:25] registered voter or has this person submitted financial disclosure forms. I also have the ability

[18:31] to add in someone who might have nominated them or go in and click the different check boxes for

[18:38] whether or not they may have taken required trainings.

[18:44] Next, I have the ability to download the

[18:48] information for the people selected as a spreadsheet. I can create a custom report if I have one.

[18:57] Select and custom report is going to bring me into my Documents tab.

[19:03] Here, when I select the Documents tab, this is going to bring me specifically into the people section of my generation side of the Documents tab.

[19:14] This is where I actually run the reports in this specific place.

[19:19] Now, here, as you can see, I don't have any custom templates for my people tab, and so I will receive this message in red above.

[19:29] If I had created custom templates, like let's say, maybe a certificate of appreciation or recognition, then I'd be able to select it down below.

[19:40] Typically, during implementation, you will not have any custom templates just yet, but of course, if you've already indicated to your project manager, but there are custom reports that you would like to see in your system, then you may very well have some.

[19:57] Now, here is I come over to the system wide.

[20:00] This is where I will find all of the pre-built reports that will already exist during your implementation.

[20:08] Selecting select template down below will allow me to see what those reports are that are available in my system.

[20:16] By default, you will receive six templates. Your vacancy and boards reports, which can be run as word documents or PDFs.

[20:26] Your master, roster, all vacancies, demographics, and all boards attendance tracking reports.

[20:36] Those will all be run as a form of Excel spreadsheet.

[20:40] Here, when you'd like to run a report, you'll select the report you want to run.

[20:46] Confirm the file type if it is one that can be run as a Word document or a PDF.

[20:52] and then select generate a document in order to be brought back out to your documents library.

[21:01] Now here in your document's library, this is your main landing page if you were to come into the documents tab using the tab up above on your top toolbar.

[21:11] This is the host place for all of the reports that you've run in the past, as long as you have not deleted them.

[21:18] Your documents library is capable of holding all of the reports that you ever run and does not delete them at any given time.

[21:27] So there's no limit on the number of reports that you can hold here, and we will not automatically delete them after a given amount of time.

[21:36] Here, once your report is run, you'll notice that the status will change either to a checkmark or to an X.

[21:44] If there was any issue and running a report, you will find that the status will be an X,

[21:52] in which case you'll have the ability to trash the report, and then go back and try to

[21:57] generate it again.

[21:58] If you do find that that happens multiple times, I always advise that you reach out to our

[22:03] support team so that they can confirm that there aren't any issues in the formatting of your

[22:08] report.

[22:09] Here, once your report is successfully completed, you'll have the option to download the report or trash it.

[22:18] Any questions here on the Documents tab or generating a report?

[22:44] All right.

[22:44] Now coming back over to our people's tab, selecting one of our checkboxes here, the next option under our group actions list is to create a packet.

[22:56] Now for this, I'll go ahead and select the first two people and then select create packet.

[23:04] When I select feature or when I select to create the packet, this brings me into the packet creator tool.

[23:12] You can find this tool from the tools menu here towards the center of your list.

[23:19] Now, here, when I'm looking at my packet creator, this is showing me that I have two applications,

[23:29] one for each of the people that I selected on my people tab.

[23:34] Here, when I'm looking at my two application records, if these people had added any additional documentation to their application.

[23:45] Let's say that Tom here, in addition to his application, he submitted his resume and maybe

[23:52] a cover letter.

[23:54] I would see those here as well, so it would say Tom, Roy Hill, resume, Tom, Roy Hill, cover

[24:00] letter.

[24:02] Now, because I cannot redact those pieces of information, any of those pieces that were added

[24:09] custom or uploaded by the applicant, it is important that if I plan on sharing these packets

[24:16] to the public, then I would either want to download them and redact them manually, or that I

[24:22] might just want to consider removing them entirely from the packet.

[24:29] Now here if I do want

[24:30] to share this packet to the public, I will make sure that I select the redact checkbox at the

[24:37] right corner of each of these records. This is going to allow the system to

[24:43] redact any of those questions that we have marked as redacted questions on the application form.

[24:51] You'll notice here at the top the ability to trash or move the applications to put them in different order if you'd like.

[25:01] And you'll also notice that to the left here we have an ad-ad document menu. This menu will allow us to pull in additional information to this packet.

[25:13] Starting first with the ability to add board information. Here if I select board information, I can then choose which board I'd like to add, and then I can choose which documents to add from that board.

[25:27] Here, since I'm just creating a redacted packet for my public, I'll go ahead and add my

[25:34] redacted board details.

[25:36] Once I've selected my documents and my board, I'll go ahead and click the Add button

[25:41] in order to see that additional page added.

[25:46] I can also add in an applicant if there's an additional person that I would like to see added

[25:52] to the list.

[25:55] I can create or I can add in an additional board member.

[26:02] I can upload a new file, pulling a file from my computer, and attaching it to this packet.

[26:12] And lastly, I can select recently uploaded, and this would allow me to find information that I've uploaded in the past.

[26:20] So long as I have uploaded it directly in the system here.

[26:27] And once I have all of the information that I need from my packet, I'll then go up to the top here where I can see my naming convention,

[26:34] which will always just say packet and then today's date, and here I'll go ahead and rename this

[26:41] and let's say this is the CRA packet.

[26:47] Clicking away from that field will allow me to lock

[26:50] in that name change and of course as I change my name I'll see that change reflected here on the left

[26:56] hand side of my screen. Once I have completed adding all of the information and renaming my packet

[27:03] I'm ready to process it, but in order to process it, I do have to click done and green here.

[27:12] If I neglect to click that button, then my packet will be stuck and draft status until I ultimately go back and click done.

[27:23] Okay. Now here, I'm going to go ahead and click done in order to begin processing.

[27:28] As we can see, my packet is now processing, giving me the ability to edit, regenerate, or

[27:35] trash, and very quickly there.

[27:38] My packet was processed and is now in ready status, where I can now edit, download, or

[27:45] trash it.

[27:47] Any questions here on the packet creator?

[28:00] Now, one thing I'll point out as well here about the packet creator for we navigate away is that

[28:06] like your documents tab, packets that you've created do not have a limit and they do not

[28:12] delete at any time in any time frame. So here if I were to create a packet from, let's say,

[28:21] I created one in 2014, it would still be here unless I deleted it myself. So you can have as many

[28:27] as you'd like, for as long as you'd like, with no worries about whether or not the system would

[28:32] move them.

[28:35] Coming back over to the people tab, I'll go ahead and select one of those checkboxes

[28:40] here. Again, we have our group actions with the next action being to send an email. When we

[28:49] select send email, this is allowing us to send one of our custom pre-build emails that are already

[28:56] in our system. If you're currently following along in your own system and you haven't yet been

[29:03] the system to practice or learn anything yet, which is normal. Then we would see that this

[29:09] is not going to have any emails available for you. So when you expand this, it will be empty.

[30:00] That will show me each of the emails that will be sent out based off of each of the selections that I would have made on the left-hand side of my screen.

[30:09] Here, since I only selected Tom, I'm only generating the one email. I can confirm the subject and who it's going to.

[30:17] And then, from there, I can select either editing the email or trashing the email.

[30:24] Here, if I need to make any changes to the language in the email, I'll go ahead and select the pencil icon to edit.

[30:33] From here, I'll now be able to review the language in this email.

[30:37] I added some extra formatting, so I don't mind that there.

[30:41] But here, I'm going to see my hello, my body, sign-off, et cetera.

[30:48] If I did need to CC or blind CC someone on this outgoing message I can, and as you can see I can also add in an attachment if I need to.

[31:01] Now here I'm going to save and close to navigate back out to my pop-up window.

[31:06] And if I'd like to go ahead and send this email, I'll go ahead and select that send email button.

[31:12] Alternatively of course I can close without sending.

[31:19] Our last group action is the option to delete and here when we select to delete it's important to remember that we're deleting not only the people record but also any applications or appointments that go along with it.

[31:35] Now, certainly if we have a people record for someone who has never served or for someone

[31:43] who, let's say, was playing a trick on the city clerk's office and applied a bunch of

[31:50] times kind of maliciously, maybe they don't actually want a position, then there's not

[31:55] really any harm in deleting those records.

[31:57] But if we are looking at real people records, especially with applications and appointments attached,

[32:04] You'll want to think twice about deleting them.

[32:10] In addition to selecting any number of checkboxes in order to generate a group actions menu,

[32:16] we can also select a person by name in order to open a side panel that's just for them.

[32:23] Here, this side panel for Tom shows me that I have an actions menu.

[32:28] Selecting that Actions menu will give me the option to download his applicant details or the redacted version.

[32:37] I can download his information as a spreadsheet, create a custom report or a packet.

[32:44] I can recent a finish applying or thank you for applying email.

[32:50] Selecting Edit Live Application will bring me into the Application Record in Admin mode.

[32:59] Again here, this is an opportunity to submit on Tom's behalf.

[33:05] An example of why you might need to do this would be if let's say Tom went out of town and he was out of the country.

[33:14] Maybe he's got a terrible Wi-Fi signal, but he's able to call you from the landline at the hotel and let you know that he really does want to reapply for his current position, but he's having a little trouble getting access, because he can't seem to hold a signal long enough.

[33:32] No problem. You can go ahead and submit on his behalf. You'll just want to make sure that you confirm the information on his current application is correct.

[33:41] And if he has any changes that need to be made, you'll go ahead and make them on his behalf before scrolling down to the bottom and clicking submit.

[33:54] Our last action option here for Tom would be to delete this application.

[33:59] This functions in the same way that deleting your applicants from the group actions list would

[34:06] removing Tom from your system, including his people record, his applications, and his appointments.

[34:17] Now looking into the information here in this side panel, along the top of our screen,

[34:23] we're going to see a breakdown of all of Tom's current and previous appointments.

[34:28] So here, if Tom had served, let's say, on the City Council for a couple of years, I would then see not only his current appointment to the CRA, but also two of his appointments to the City Council.

[34:47] Scrolling a bit further down, we're going to find the applicant details and here your applicant details on the people tab is going to be a representation of all of them.

[35:13] Let's say, for example,

[35:17] that Tom reached out and said, hey, I've got a new phone number, and I wanted to make sure you have it on file. That would be a perfect thing to do here in this location.

[35:29] If Tom moved and now has a different address, possibly even a different district, this would

[35:35] also be something that we can do for him in between his different applications.

[35:40] Next time he applies, his application will automatically be updated to reflect any of those

[35:46] changes that we've made on his behalf.

[35:50] Now one thing that's important to remember about making edits to a person's applicant details

[35:55] here on the People tab, is that as you can see on the People tab, the application questions

[36:02] are not in application order. So here, if you wanted to see them in application order,

[36:09] there is a different tab that I'm going to show you, which will do the same thing,

[36:13] where you can go in and edit their application information, but you'll be doing it in

[36:18] application order. But again, this is updating the living record and not the historical

[36:24] application. So the historical application will still reflect whatever it reflected at the time

[36:31] he clicked submit last.

[36:36] Scrolling down to the bottom of our application details. Here we're

[36:41] going to find our internal tracking. Here your internal tracking fields will be all of the

[36:47] different things that you would like to keep kind of in mind or top of mind as you're working

[36:53] through your system. We've added in some examples here, but of course there is no

[36:59] right or wrong way in order to do this. Here for me I've included some check boxes for some

[37:07] basic information. You'll have all of these for your implementation. I've got some attachment

[37:13] fields as well for oath of office and financial disclosure. Again those will be included in your

[37:23] additional things like whether or not this is a nominated person and who they were nominated by.

[37:29] And then additionally some training checkboxes for whether or not people have taken certain trainings.

[37:37] Now the last thing you'll see under your internal tracking will be a comments box.

[37:43] And this comments box will allow you to make notes on a person's record that will then be visible from your people,

[37:50] applications or appointments tab.

[37:54] Here, the comments are internal only, so they're not visible to the general public,

[38:00] but they give you the ability, excuse me, they give you the ability to make note

[38:07] of anything that might be happening or have happened with a person's record.

[38:12] Let's say that Tom here had applied back in 2018,

[38:16] And we determined that at that time he was not a good fit because he did not fit certain requirements or qualifications for the boards that he applied to.

[38:26] We might have then come in and left a comment here saying why we didn't choose him and why we marked his application as not eligible back in 2018.

[38:37] Now in 2025, it's been several years and maybe he's gained the knowledge or experience that he needed in order to qualify for the board and he's applied again.

[38:49] I could go back and see those comments and I could also see that that's no longer the case.

[38:56] Okay? Any questions here on the People tab?

[39:13] Okay. Next we'll be the Applications tab. Now here of course I have more than two applications in the system but one thing that we will sometimes be surprised about is that the Applications tab is only going to show us a filtered view whenever we first open the Applications tab.

[39:35] So here, as you can see, I do have two statuses, automatically applied here to the Applications tab.

[39:43] And those statuses are submitted and eligible.

[39:47] The system here is looking to highlight, for me, those applications that we saw on the dashboard,

[39:54] the ones that we've not yet touched since they first came into our system.

[39:58] Now, of course.

[40:00] What we talked about the people tab and how it functions as a living record for everyone who has so much

[40:05] has started an application in your system. But here your applications tab is going to serve as more

[40:12] like a photo album. Where each application is a snapshot or a frozen moment in time. Here on the

[40:21] applications tab we expect to see multiple applications for each person if people have applied more

[40:29] once, or if they've applied to multiple boards. For each board that a person applies to,

[40:36] and each time that they apply, they'll generate a new application record.

[40:43] And when we talk about their people records, however, so long as a person is still continuing

[40:48] to use the same email address, or they've reached out to you to have their email address updated,

[40:55] We'll see that the people record will link all of those applications and appointments together.

[41:05] Here, the functionality of the applications tab will start again at the top left corner,

[41:11] where we have the ability to use that download button.

[41:14] This download button will allow us to download all of the information from the table below.

[41:20] Looking down at our filters, we have the ability again to filter people by their name, email, or phone number, by the boards they've applied to, by the status of their application record, by the date that their application was created, by whether or not they've ever been appointed to a board.

[41:44] And if I select more, I'll be able to find people based off of my internal trackers or any of those questions that I've marked on my application form as filters.

[41:58] I once again have the ability to reset my search.

[42:02] And of course, lastly, I'll click that green filter button anytime I apply any number of changes or filters here along the top toolbar.

[42:12] Now looking into the table below, I can once again select any number of checkboxes in order to generate a group actions menu.

[42:23] Here the group actions menu will have a couple of options that we did not have on the People tab.

[42:30] Starting first with the ability to change the status of the applications we've selected.

[42:36] Here, when I choose to change the status, be available options that I have include B7.

[42:43] So we have the ability to mark someone as being submitted, eligible, not eligible, appointed

[42:50] for review on agenda and archived.

[42:58] We also have the ability to edit our tracking.

[43:01] Here, again, this speaks to those internal trackers that we may have in our system.

[43:07] We have the ability to download the information for the people selected as a spreadsheet.

[43:15] Create packet. Again, we'll take us into the packet creator, just like we did on the people's tab.

[43:22] Selecting a point to abort. This will open up another page for us where we will now go ahead and fill out the basic details of this person's appointment.

[43:34] Here as you can see, I can confirm the board that we are appointing them to.

[43:41] If I wanted to select a different board, I can select that drop down in order to find a different board here in the system.

[43:50] I can add in there appointing authority, their term, if this is not a full first term,

[43:57] maybe this is someone who's serving the end of a previous term, I can always say partial or current here.

[44:05] We also have the ability to add in our start and end dates, and when we talk about office and category, these are free text fields, which often are used to describe a person's position here under office.

[44:22] So maybe we're, you know, referring to this is the secretary, this is the board treasurer, things like that.

[44:30] Category, this is typically going to refer to the type of seat that it is. Is this a

[44:36] council-elected seat? Is this a publicly elected seat? Is this seat a variable seat?

[44:46] Where maybe some years it is sat for one year and other years? It's sat for two. We can go ahead and add

[44:54] information like that here.

[44:57] Now once we have completed all of the necessary...

[45:00] And then in an ideal world, of course, we want to have a start and end date. But if we're not sure, or if this is a term where there is no end date, you can always simply type in in a here as well.

[45:14] Okay, let's just in a switch to today's because I clicked in.

[45:20] Now once I go ahead and click the appoint button, this is going to tell the system to go ahead

[45:27] and put this person in their seat. The only exception to that would be here if I chose a start date

[45:34] that's a day in the future. Now here, if I choose five one as the start date for Tom,

[45:41] Then that means that in 14 days or a little over a week, he's going to be then appointed.

[45:49] The system will automatically start his appointment at midnight on the day that I've selected.

[45:55] So long as there is room for him in the board that he's being appointed to.

[46:00] So if currently the board that he's being appointed to has 10 of 10 members,

[46:05] And one of those people has already resigned or is no longer in their seat technically.

[46:11] We'll just want to make sure that we go ahead and mark them as having completed their term or mark them as having resigned.

[46:18] So that that seat will be open and ready for Tom when he's appointed.

[46:24] Any questions here on using the appoint to a board feature?

[46:36] Now if you have a more complex set of little pieces of information that you require information

[46:44] on for your board members. We're going to talk about another place where you can

[46:49] appoint people. That will be just a little bit here on our board's tab. So if you

[46:55] want to be able to track more or different pieces of information that what you're

[47:00] seeing here, don't worry. You'll be able to do that and we'll talk about how.

[47:06] Coming back over to the Applications tab, selecting that checkbox there. We'll see

[47:12] the last group action option is to send an email and again this speaks to those custom build emails

[47:19] in your system.

[47:24] Now just like on our people tab we can select someone by name here. So when I select

[47:30] share by name I can see that over here on the right hand side of my screen I'll again have an

[47:36] actions menu, though different from the one we saw on the people tab. Here on the applications tab

[47:43] This actions menu will give me the ability to download shares information or rather her application as a PDF or get the redacted one.

[47:54] I can also download her information as a spreadsheet, a point share to a board.

[48:00] And if I select view applicant details, that'll close out my actions menu so that I can see the rest of the page here.

[48:08] Now, as I look at the information present here in my side column, one of the first things

[48:16] that we probably notice is that there is no edit button.

[48:20] And what that means is that once an application is in your system, there is no one who can

[48:26] change the details of that application.

[48:29] And this is important.

[48:30] We want to make sure that we maintain the integrity of each application so that your applications

[48:37] all reflect exactly what they said when a person clicked submit. You can absolutely update their

[48:45] living record information to reflect a different phone number and things like that or update their

[48:51] resume if they realize that they submitted the late or submitted the wrong one. But when we're

[48:58] looking for the original record that they submitted will always find it here on the applications tab.

[50:02] Okay.

[50:05] Our next tab, excuse me, will be the Appointments tab. And here when we are on the Appointments tab, we're going to notice that this tab functions as a way for us to maintain all of those Appointment records in our system.

[50:23] Now, here, when we are looking at our appointments tab, we're going to see a unique record for each appointment in the same way that we saw a unique record for each application on the Applications tab.

[50:38] If Andy here had served multiple times on the Art and Culture Board, I'm going to find each of those unique appointments listed somewhere here in this tab.

[50:51] Now, coming up to the top, we're going to see that label for appointments and again a download button, letting us download an Excel spreadsheet of all of the information on this page.

[51:04] Next, I'll have the ability to filter people out by first and last name by the boards they've been appointed to, by the status of their appointments, by their terms start or end dates,

[51:22] I can also filter people by my internal trackers.

[51:27] And when I select more on this tab, I'll see both any questions or fields that have been

[51:33] marked as filters on my appointment card, as well as any of those questions that we have

[51:40] marked as filters on the application form.

[51:47] Looking a bit lower, we'll see that by default there is another status applied to this tab.

[51:53] and that status includes active.

[51:57] So here, by default, this is always going to show us the current people who are serving terms within our organization.

[52:08] As I look into this table below, again, I can select any number of checkboxes in order to generate a group actions menu.

[52:21] Here, those group actions on the Appointments tab will give us the ability to change the Appointments status.

[52:28] here I could change someone to have been to be marked as resigned or terminated. Now here I will typically say that if we are marking someone especially as resigned we typically don't want to do that from here. We would rather do that from the boards tab.

[52:47] We're going to see that in just a little bit here, but if we just need to mark someone as having completed their term, or maybe we've already updated the information about their end date and we forgot to change their status, then this is a great place to do that.

[53:06] Next, we have the ability to edit our tracking, so our internal trackers.

[53:14] We can download the information for the people selected as a spreadsheet.

[53:19] Create a custom report or a packet.

[53:24] I can send a reapply email here.

[53:26] This is the first time, but not the last that will see the ability to do that here.

[53:32] Here this allows you to send your default reapply email manually to anyone that you see fit.

[53:42] Now there is a setting here within boards and commissions that would allow the system to automatically send that email at 90 days prior to the end of someone's term.

[53:54] But if for any reason you prefer not to use that setting, like maybe 90 days just feels like it's a bit too long, you can absolutely send them out manually instead.

[54:04] And what I typically advise for that is that you choose a day of the month and then you search

[54:09] based off of the terms that are ending within whatever your period of time is.

[54:17] So maybe your terms are ending in the next 30 days, you'll go ahead and filter this list

[54:24] out and then choose all of their checkboxes and simply click that send reapply e-mail button

[54:31] easy PC.

[54:33] Last group action here, of course, is the option to send a custom email.

[54:41] Selecting a person by name on this tab will once again open up a side panel that was just for them.

[54:49] Here as we can see, looking at this side panel, I once again have an Actions menu.

[54:54] This action's menu here on the Appointment tab gives me the ability to download this

[55:00] Create a custom report or a packet. If I select view application, this is going to bring me into basically a hybrid of my people and appointments tabs.

[55:14] Here as you can see up above, I am going to be able to see any current and previous appointments. Previously, just a moment ago, we were on the appointments tab and we were looking only at Andy's current appointment,

[55:28] which is the one here, but when we're looking at Andy's information from the people tab,

[55:34] we're able to see his current and his historical appointments.

[55:41] Looking a bit lower, we'll then see

[55:44] Andy's applicant details and specifically, we're seeing the application form in application order.

[55:52] This is more reflective of what we see on the Appointments tab.

[55:57] Just like on the people tab, however, we can still click the Edit button in order to go ahead and update information for Andy.

[56:05] Maybe Andy has changed his last name because he just got married and he wants his last name to reflect his partners.

[56:12] Or as we scroll down, we might need to update phone numbers or addresses, things like that.

[56:22] coming back over to the Appointments tab.

[56:27] The next option we have for Andy's actions

[56:29] would be to edit the applicant's details. Selecting edit applicant's details will once again open

[56:36] his application form an admin mode where we can submit on his behalf.

[56:43] And lastly, we can send a reapply email giving Andy an opportunity to

[56:50] apply to maintain his seat or to serve another term.

[56:59] Looking down below here, again, we're

[57:02] seeing the details of the appointment that we've selected here. So this is his second term.

[57:08] We can see that during this term that we've selected, he is active. We can see the dates of that

[57:15] And we can also see whether or not he has made his meetings for the year, as we can see this board has not yet met this year, but apparently there's a very strict, a very strict absence policy.

[57:32] So here this meeting body does have an absence policy that only allows people to miss so many unexcused meetings.

[57:43] Next, we have the applicant details, again, the application information in application order

[57:51] to be able to be updated.

[57:54] And then coming down to the bottom, we have our internal trackers and our comments.

[58:02] Any questions here on the Appointments tab,

[58:19] okay?

[58:21] Next we're moving into the Bord's tab, and this is where things will start to look very

[58:26] different for us. As there's more and different displayed information here on this tab,

[58:33] in comparison to what we've seen as kind of the formatting on all of our others.

[58:39] Now, here's starting at the top left. Again, we can see our boards label and that download

[58:45] button, which will allow us to download a spreadsheet of all of the boards in our system.

[58:51] Looking a bit lower, we'll see that Add Board button allowing us to create a new board record here in our system.

[59:00] We also have the ability to search for boards. Clicking into that search field, I can then start to type in the name of a board to find it easily within my list.

[59:14] And then lower than that, we'll see a full list of all of the boards in our system, whether they are active or archived.

[59:24] Here, we're going to see that all of our active boards will appear toward the top,

[59:29] and all of our inactive boards will appear at the bottom with an inactive or box icon.

[59:38] Speaking of icons, we have a total of four that can be shown here on any of your board records,

[59:44] including the first, which is a stack of papers here, that when we hover over it,

[59:50] it will tell us that this board is not accepting applications.

[59:55] The next icon is the outline of a person.

[1:00:00] Of course, that last one is the one we've already talked about here, which is the box icon showing us any time a board is an active.

[1:00:11] Your boards will all display here in alphabetical order, and then they'll start over with a new alphabetical order when we start to look at any of those boards which have been marked as archived or disabled.

[1:00:26] Looking into the page here on the right, we'll see that each board will have three sub tabs.

[1:00:35] Starting first on the roster sub tab, this is where we will be able to track the information for the people who are serving or who have previously served on a board.

[1:00:47] Starting first with the ability to search for members.

[1:00:51] We can go ahead and type in a first or last name in order to find someone.

[1:00:57] Next, we can choose the view that we use for this information.

[1:01:02] Currently, this is your roster column view, where all of the information is in a table broken

[1:01:08] down by specific columns that we've chosen.

[1:01:13] Next, we have the roster card view, which allows us to see the information for each person

[1:01:18] what we would call our roster card format.

[1:01:26] Next we have the ability to choose which appointments we're

[1:01:29] viewing. Maybe we only want to see people who are active. Or maybe we want to look through lots of

[1:01:36] historical records and find all the people who have ever resigned or been terminated.

[1:01:44] Next we'll see the

[1:01:46] number of members for the board. Currently this board has six of seven members. I can confirm that by

[1:01:53] down here below, where I can see that I currently have a vacancy open for this board.

[1:02:00] I can also use the Add A Member button in order to add in a new member. This will generate

[1:02:06] an appointment card that will be blank where I can now go in and find someone in my system.

[1:02:17] Now here, if I start to type in a name, the system is going to look for that person.

[1:02:22] So here, when I had PA, I did have Arnold Palmer, but as I spelled out the name Paul, the system realized that I don't have anyone named Paul in my system.

[1:02:34] In order to add a person quickly, we can do what's called a quick ad by selecting the click here button.

[1:02:43] When I select click here, this will open up my quick ad menu where I'll now add Paul and his last name and information.

[1:02:56] I'll go ahead and add in his email address.

[1:02:59] If I know it off of the top of my head, I can add in his district or ward.

[1:03:04] And then his phone number, again, if I have it.

[1:03:08] Once I click Save, a mostly blank application record and people record will appear in my

[1:03:16] system for Paul.

[1:03:18] It will then be my responsibility to make sure that I get the remainder of the information

[1:03:22] for Paul into my system.

[1:03:26] If I'm just looking to add Paul for historical records, and I don't actually have a lot of

[1:03:32] pieces of information, that's certainly fine. Just keep in mind that in the future, if you do need to go back and

[1:03:40] review these files, review these people records, that they will be largely empty.

[1:03:47] And here I'm going to click

[1:03:48] cancel because I don't want to add Paul to my system. But at this stage, if I did click Save, I would see that Paul's name

[1:03:56] would now be here, and I'd now be able to complete the appointment card.

[1:04:02] First, we see the checkboxes for ex-officio and no recruitment.

[1:04:07] I'm going to apologize in advance, because unfortunately, if you hover over these

[1:04:12] question marks, they will not give you any sort of help text.

[1:04:17] But here, when I look at ex-officio, this is members of a board

[1:04:21] who are not counting against the total number of board members.

[1:04:27] Now, maybe that's because these are non-voting members,

[1:04:29] or maybe they're honorary members,

[1:04:32] or maybe they're not really members at all.

[1:04:34] We could certainly add our liaisons to a board

[1:04:37] and mark them as being ex-efficient.

[1:04:42] Next, we have the no recruitment checkbox,

[1:04:45] and no recruitment allows us to not show this seat

[1:04:49] as an upcoming or current vacancy,

[1:04:52] even when Paul's time is coming to an end, or technically his term has ended.

[1:05:00] We're looking to downsize a board using the no recruitment checkbox is a great way to prevent people from thinking that there should be upcoming availability on that board.

[1:05:14] Coming down a bit lower here.

[1:05:17] We'll be able to confirm the status. Again, if I'm adding Paul as a historical record here, instead of active, I can mark him as term completed, or even other, if there's maybe a unique circumstance to his appointment.

[1:05:33] I can choose what his term was or is, apply his start and end dates, and then any additional

[1:05:42] pieces of information that I might be tracking.

[1:05:52] Now, looking into the table here on the roster tab, we'll notice that for each record,

[1:05:58] whether active, vacant, or previous, we will see that we have an actions menu.

[1:06:07] The Actions menu whether this is for an active record or for someone who is previously served will give us the ability to re-appoint a member.

[1:06:18] We can also mark a seat as vacant.

[1:06:21] If I choose to mark George's seat as vacant here, what this will do is it's going to mark this term as completed and drop her down to the bottom of this list.

[1:06:30] Okay? If her term is completed, and let's say that today is July 14th of 2026, then that's

[1:06:39] a great move. It's very easy. I click Mark is vacant. She gets pulled down here. But if she

[1:06:46] is going to be marked as vacant and those end dates don't quite match up, I might instead

[1:06:52] want to go ahead and edit her appointment details. We'll see that here in just a moment.

[1:06:58] Next, we'll see the ability to delete an appointment permanently.

[1:07:05] If we have appointed, let's say four or five people at a time, using the

[1:07:10] appointment to a board feature on our applications tab, and then we go back and

[1:07:15] realize that we actually appointed six, and there was one extra person who's

[1:07:19] checkbox be clicked, and we just didn't catch it.

[1:07:22] Not a problem will go ahead and select that delete this appointment permanently option to remove the appointment from our system completely.

[1:07:34] Next, we have the ability to edit appointment details.

[1:07:39] Selecting edit appointment details allows us to go into the appointment card for the person that we've selected and make edits to their existing appointment.

[1:07:51] Let's say that Georgia here reached out and said that she unfortunately is going to have to

[1:07:56] resign because some things have come up with her faming.

[1:08:00] Here, I'm going to go in and change the status to resigned.

[1:08:04] But then next, I might choose to update her end date to reflect today's date.

[1:08:10] To make sure that I know that she actually isn't going to continue serving and would not

[1:08:15] otherwise you know been serving here until 2026.

[1:08:21] You may choose to include some additional

[1:08:23] fields on your appointment cards, things like if you do track people's terms based off of

[1:08:32] very specific timeframes like let's say no matter what whether someone's available to be placed in a

[1:08:39] or not, all appointments start on May 1st and end on April 30th. I think that's the last day of April for two years, right?

[1:08:53] So each term is two years starting May 1st and ending the last day of April. If that's the case,

[1:08:59] then certainly you might want to have an additional field or two here to be able to say exactly

[1:09:04] the date that a person had been appointed if that's different from their start date.

[1:10:01] All right, now coming back in. The next action option we have is editing our member details, selecting edit member details will bring us out to the appointments tab, where we can now go ahead and update information for Georgia's live profile.

[1:10:20] Again, if I'm working on the Board's tab, Georgia calls and says, Hey, I got to give

[1:10:25] you my new phone number.

[1:10:27] No problem.

[1:10:28] I'll go ahead and select Edit Her Member Details, come right down here to our profile,

[1:10:34] and edit her phone number.

[1:10:39] Coming back to the Board's tab, the last action we have, whether this is an active record

[1:10:45] or a historical one, is to edit the application details.

[1:10:49] You've probably already guessed it.

[1:10:51] But this is going to take us into the application form in admin mode where we can submit on someone's behalf.

[1:11:01] Now, we do also have an actions menu on our vacancies, and that actions menu will give us the option to fill the vacancy.

[1:11:11] So, it's going to give us that blank appointment card where we can tell the system who our new appointee should be.

[1:11:17] We can remove vacancy details if we already have some.

[1:11:22] Keep in mind that if we have a seat that has been turned over, then automatically vacancy details from that previous seat will appear on the vacancy that corresponds.

[1:11:36] So here let's say that James Baldwin was his term was marked as complete.

[1:11:43] This term would be marked as term completed and brought down to the bottom part of the list.

[1:11:49] And a new vacancy would appear where the position would automatically be marked as member.

[1:11:55] The start and end date would be a reflection of the end of his previous term,

[1:12:01] so it would start on September 1st of 2026.

[1:12:05] And the district would even stay, showing us that this is a person who should be from District 6.

[1:12:12] If you do not follow those rules,

[1:12:14] if you are not required to turn seats over in that way, then you can certainly use the option

[1:12:21] here in the actions menu to remove vacancy details. Selecting remove vacancy details will

[1:12:30] clear out any of those details that may have existed from previous people's seats.

[1:12:38] The last

[1:12:38] option you have is to edit, or I'm sorry, is to add vacancy details or edit vacancy details

[1:12:45] if you already have some, selecting to add or edit your vacancy details will allow you to come in

[1:12:53] and add those details to your appointment card. Maybe you want to tell people what seat they

[1:12:59] should be in, or maybe you have additional fields over here, maybe you have like drop-down options

[1:13:04] and things like that. You can come in and add those details so that you know what the expectations,

[1:13:11] qualifications and restrictions or requirements would be for whoever wants to be in that next seat.

[1:13:21] Any questions here on the roster sub tab.

[1:13:35] Coming over into our details tab, this is where we will tell the

[1:13:39] system all of the information about the board itself. So here as I look at my details tab,

[1:13:46] I can see here at the top that I have filled out all of the fields for this board so it's not one of

[1:13:52] those boards that was highlighted on my dashboard is not having its information.

[1:13:58] The first field I have here is email notification which allows me to add in the email address

[1:14:04] or addresses of anyone who should be notified anytime there is a new application received

[1:14:11] for this board.

[1:14:14] Now it's important for me to point out here.

[1:14:17] This does not have to be a person who has access to boards and commissions.

[1:14:21] So if you do want to be able to give your liaison some amount of visibility into what's happening in the system without actually giving them access, this is a great way to do that.

[1:14:38] Next, we'll see description.

[1:14:41] And as you can see here, this is typically where we're going to add things like the board's mission, the responsibilities, maybe even their locations.

[1:14:51] Next, we'll see term limit, term length, and member size.

[1:14:58] Now, everything from this...

[1:15:00] Builds that we cannot delete, rename, or edit in any way.

[1:15:07] As I look below the gray line, everything else is considered custom.

[1:15:13] And as you can see, I've included quite a bit of information here in different formats

[1:15:20] just to help give you some ideas of the things that you can do in your own system.

[1:15:25] Here, as you can see, I've added some short text fields.

[1:15:30] I've got a drop-down field.

[1:15:33] I've got attachment fields.

[1:15:35] I've even included some HTML formatting here.

[1:15:39] In order to bold some of the language,

[1:15:41] as it will appear on my widget or my constituent facing site.

[1:15:46] I can add in as much or as little information as I'd like here.

[1:15:51] And you'll notice that next anything that I've marked as public information, I will see that public tag as a reminder here, letting me know that that's information that will be visible on my constituent facing widget or my site.

[1:16:09] Any questions here on your board details.

[1:16:21] Our next sub-tab will be the attendance sub-tab, but before we talk about the attendance

[1:16:27] sub-tab, let's talk about the attendance settings or the little cog right next to the

[1:16:34] attendance sub-tab.

[1:16:36] Now here's you can see my attendance settings are set to allow for attendance tracking for

[1:16:43] this board.

[1:16:44] This means that for the boards that you don't need to take attendance for or that you don't

[1:16:49] don't take attendance for, you can certainly turn it off instead.

[1:16:56] Next, you'll see the meeting liaison field, where here I can add in the email address

[1:17:02] or addresses of anyone who might need to take attendance for this board.

[1:17:08] Just like when using the email notifications field,

[1:17:12] this only speaks to the meetings that happen for this particular board.

[1:17:17] What's great about this feature is that here when I add in an email or email addresses for people who should be receiving this notification,

[1:17:29] they'll be able to open up a link that gives them the ability to take the attendance for the meeting,

[1:17:35] but they don't have to actually have access to boards and commissions in order to do so.

[1:17:40] It'll simply give them the basic information and tools that they need in order to be able to successfully take attendance,

[1:17:48] but it won't give them the ability to then click around and edit anything else within your site.

[1:17:56] If for any reason, your liaison or liaison's miss their emails for the attendance settings.

[1:18:02] Maybe they forget to take attendance and they remember a few days later, but the link has since expired.

[1:18:08] You can always click on send liais on e-mail to send them a link to take attendance for the most recent meeting that's passed in your system.

[1:18:21] Next, we have un-excused absence limit.

[1:18:24] And here, this is telling the system how many meetings can a person miss with an un-excused absence before there might be a problem, right?

[1:18:34] So let's say that people are only allowed to miss three meetings over the course of the calendar year with unexcused absences.

[1:18:44] That's the case. I'm going to set my number to three and click save.

[1:18:49] Now for you guys today, I'm going to change that to two.

[1:18:53] So that we can see the way that this works when we take attendance.

[1:18:57] Here I'll go ahead and click save.

[1:18:59] And now I'm going to come back into my attendance tab and we're ready to talk about taking attendance in boards and commissions.

[1:19:09] Now, the first thing that I want to point out about the attendance tab is that if you have any other field or rather any other tools like an agenda management solution with granikus,

[1:19:24] Bords and commissions does not pull in the attendants that you may have taken with those tools.

[1:19:30] So if you're a peak-agenda client and you use peak from minutes or if you are a streaming client and you use media manager HTML minutes or minutes maker,

[1:19:42] it's not going to pull in those attendance records.

[1:19:45] So they do have to be done here manually if you want them to be in your system.

[1:19:52] Now, here, when I'm looking at my attendance sub-tab, I will see that by default, I always land in...

[1:20:00] Again, when we talk about historical records and maintaining or building historical records, this system is made with the intention of being able to assist you with that purpose.

[1:20:12] So, if you said that this year your focus is on going all the way back to 2020 and you wanted to have your summer interns work on pulling in all of your historical records for let's say 10 specific boards.

[1:20:28] You could absolutely do that all the way down through attendance, your board's details, your roster, getting all of those different records in.

[1:20:40] Now, here on this here, I'm going to go ahead and select the Add Meeting button in order to add a new meeting to my list.

[1:20:49] As you can see here, this is going to simply name the board and call this a regular meeting.

[1:20:55] If this is not going to be a regular meeting, maybe it's going to be an executive session or maybe it's going to be a special meeting.

[1:21:03] I can always change this naming convention.

[1:21:08] Coming over to the right, I'll see a checkbox here for cancelled.

[1:21:12] If I schedule a meeting today and three weeks from now, it ends up getting cancelled due to weather.

[1:21:18] I can always go in and select that cancelled checkbox.

[1:21:22] Again, this is just going to reflect on my internal records, but it might be helpful to do that.

[1:21:29] Next, we'll have location, date, and time, and you'll fill those out accordingly.

[1:21:37] Now, here I'm going to click save.

[1:21:39] And once I do, I now have the ability to edit the meeting.

[1:21:43] Selecting edit meeting brings me back into that pop-up, where I can now mark this as a cancelled meeting or change the location.

[1:21:51] And then I can also edit my attendance tracking and this is where I'll actually take attendance.

[1:22:00] Here when I select edit attendance tracking, this brings me into my attendance sheet where I can now go about taking the attendance for this meeting.

[1:22:10] Now here by default I usually select mark all present in order to kind of blank it everyone as having been there.

[1:22:19] But if there was someone who was late or who was a completely absent, I can go ahead and mark them here.

[1:22:28] So let's say that Leonardo was actually absent for this meeting.

[1:22:34] Now as you can see, when I selected absent, a small yellow triangle appears next to Leonardo's name.

[1:22:42] And if I hover over this triangle, it tells me that he is one absence away from this limit.

[1:22:48] I told the system that this meeting body only allows for two unexcused absences.

[1:22:56] And as you can see, it's holding me to that.

[1:23:00] If I mark him as having been excused, that triangle will go away.

[1:23:04] But so long as he is only absent, he'll see that triangle, and it's a reminder to me, as the attendants take her, that he is on thin ice.

[1:23:17] If he misses another meeting after this one, and it's an unexcused absence, that triangle will then turn red.

[1:23:26] And with that triangle then being red, if I hover over it, it will say he is at his absence limit.

[1:23:33] Now, the system is not going to send him an nasty email and say, you better start showing up to meetings, young man.

[1:23:41] But it is going to then be a visual reminder for you as you can see here on the attendance, but also you may have noticed on the appointments tab as well.

[1:23:52] So you can easily see when a person has missed meetings or has not been present when they were supposed to be.

[1:24:01] So here, when I select his appointment to the art and culture board, again, I see that yellow triangle reminding me that he's one absence away from hitting the limit.

[1:24:13] At that stage if he does hit that limit, it'll be up to me to reach out to him and determine what those next steps are.

[1:24:22] coming over in the table a bit here. We'll see the ability to leave comments. Maybe he was absent,

[1:24:30] but this time he was excused, and I want to just say that he was out for a family emergency.

[1:25:00] One of one for now for most of them, but as time goes on, it might be, let's say, six of 10 or six of 12, things like that.

[1:25:12] Now, one thing that I like to mention here is we talk about attendance. Is that when you are creating your meetings for your meeting bodies, I don't advise scheduling meetings more than six months in advance.

[1:25:26] So, here, back on my attendance tab, I might want to go ahead and schedule out for the rest

[1:25:32] of the year, but if I know that there are people whose terms will be expiring before the

[1:25:37] end of the year, I might choose to hold off on that and only schedule up until when I know

[1:25:44] the last appointment will be or when I know that that first person is going to be moving out

[1:25:50] of their seat. And the reason for that is that boards and commissions is pulling in your

[1:25:56] meeting body members, based off of when you created the meeting date, not who the active people

[1:26:02] are at the time that the meeting happens. So here, when I go to click on edit attendance tracking,

[1:26:09] if someone here is not actually a current member anymore, let's say that James here retired or

[1:26:17] resigned maybe a month ago, then I'll need to click the delete button in order to remove him from

[1:26:24] list. And then once he's been removed, I can go ahead and select the add person button at the top

[1:26:31] right in order to find the person in the system who may have replaced him. What this also means though

[1:26:40] is that I can find my historical members in this same drop-down. So if I wanted to come in and take

[1:26:48] attendance for back in 2020, maybe I'm one of those summer interns, I can come in and I can

[1:26:56] clear everyone out and specifically select all of the people who are present for that meeting

[1:27:02] back in 2020.

[1:27:07] Any questions on taking attendance or using your attendance settings?

[1:27:23] All right, now you may have noticed that no matter which of the three sub tabs we are in,

[1:27:29] We will have a board actions list here in the top right corner.

[1:27:36] Your board actions allow you to download your board details,

[1:27:42] or your board roster as a spreadsheet, or get the redacted versions.

[1:27:47] They also allow you to download the board, the roster, or the attendance as a spreadsheet.

[1:27:55] You can also download or you can also create a subcommittee from your Board Actions list.

[1:28:01] Maybe you have the Art and Culture Board, but you want to add a subcommittee for specialized

[1:28:08] art or specialized culture additional bits and pieces, maybe a committee or an advisory committee.

[1:28:16] You can do that here.

[1:28:21] You can create custom reports or a packet.

[1:28:26] You can archive a board from your board actions list.

[1:28:30] Archive archiving a board will mark it inactive

[1:28:33] and drop it down to the bottom of your list,

[1:28:36] giving it that box icon.

[1:28:41] You can disable applications.

[1:28:43] This is especially helpful if there are certain boards

[1:28:45] who only receive applications during a certain portion of the year.

[1:28:50] And you can delete a board. If you have a board in your system that you no longer are required to maintain for historical data or maybe even just a test board that was in your system when you were learning and still practicing and you no longer need it.

[1:29:09] All right. Now I know that's a lot of information. Any questions here on the board's tab.

[1:29:16] Any of those three sub tabs or any actions.

[1:29:20] We guess more in this in story.

[1:29:24] So real quick, if we use each to take minutes,

[1:29:27] how does it will be attendance flow back and forth?

[1:29:33] No.

[1:29:35] Okay.

[1:29:35] So yeah, there's no integration between

[1:29:38] boards and commissions for any agenda management or streaming solution.

[1:29:44] So if you would like attendance to be taken here in boards and commissions,

[1:29:47] it does need to be done manually.

[1:29:52] Okay, but if I take attendance and peak it won't come over here.

[1:29:56] No. Okay. Okay. Thank you. Yes.

[1:30:05] All right, that we're going to go ahead and get started on the Tools menu in the top right corner.

[1:30:12] Now here in the Tools menu, this is where we're going to find a lot of our settings.

[1:30:16] This is where we're also going to find a lot of kind of those administrative responsibilities.

[1:30:22] And we're going to start here with the general customizer or your general settings.

[1:30:29] Now, here when we look at your general customizer, and this is going to show us the information that kind of core to your system here.

[1:30:40] Now, one thing that I'll point out is that if you are following along in your database right now,

[1:30:46] you're probably noticing that there are a lot more options for me on my left hand side

[1:30:51] than what you are seeing, and that's normal.

[1:30:54] That's just because here on the Granicus side,

[1:30:56] there are a few extra boxes to check

[1:30:58] a few extra potential integrations to make.

[1:31:03] Now, first, here on the top left,

[1:31:07] we have jurisdiction name.

[1:31:09] Now, if ever you change from the city of to,

[1:31:13] let's say, the many splintered city of,

[1:31:16] you could come in and change the name here.

[1:31:19] This will reflect on your emails, but also on your application form.

[1:31:25] Next, we'll see your translation options.

[1:31:28] Specifically what this does is if that checkbox is checked,

[1:31:32] it will allow you to use the Google Translate widget

[1:31:39] on your website, so your iFrame or your widget,

[1:31:44] as well as on your application form.

[1:31:46] Now, just keep in mind that the Google Translate widget is a third-party item.

[1:31:53] So if you do find that there are any issues with the Google Translate widget, you'll want to reach out to Google as we don't have any control over its functionality.

[1:32:03] That said, if you do decide that you either don't want to use the Google Translate widget or that you want to remove it in the future,

[1:32:13] You can always simply use your browser's translation options as all of the modern browsers have a built in translator and they are capable of translating both your widget and your application form.

[1:32:28] Scrolling all the way down to the bottom here on the left, we'll next see the ability to include

[1:32:35] inactive and archived boards in document generation.

[1:32:40] So if you do have boards that are marked as inactive or archived within your system,

[1:32:45] but you'd still like to see them whenever you run reports, you'll want to make sure that this is checked.

[1:32:53] Coming up to the top right here, we have first default logo.

[1:32:57] Now, I will tell you that default logo is not something that we'll see applied anywhere

[1:33:03] just yet. This is still a feature that's in progress here. So if I add in a logo here,

[1:33:10] that doesn't necessarily mean it's going to appear anywhere. That said, you can still apply

[1:33:15] your logo to your application form, and we'll talk about where to do that here in just a little bit.

[1:33:23] Next, we have the ability to automatically expire terms.

[1:33:29] Here, when we talk about the use of this feature,

[1:33:31] this is when we're telling the system,

[1:33:34] once the seat, once the term is technically over,

[1:33:38] once that end date has passed,

[1:33:40] go ahead and remove the person from that seat

[1:33:43] and show a vacancy.

[1:33:46] Now, if you have people continue to serve on a board

[1:33:50] until they are replaced or re-appointed,

[1:33:52] Then you'll want to make sure you leave this unchecked, but if you don't have that situation, if you

[1:33:59] If people, you know, their terms expire and then immediately there is a vacancy

[1:34:04] Then you'll want to make sure that you have this box checked

[1:34:10] Next we have automatic reapply email notifications

[1:34:15] This would allow you to send out that 90-day reminder that a person's term is expiring soon

[1:34:23] And this will send automatically at 90 days.

[1:34:28] Keep in mind this sends at 90 days, not at 87 and not at 102.

[1:34:34] So it's important to make sure that when you turn this feature on or if you decide to turn this feature on,

[1:34:41] then you remember that anyone who is not at 90 days will not receive notifications.

[1:34:47] You know, those people who are at 87 when you turn it on, they won't receive that notification.

[1:34:57] Next, we have automatically our...

[1:35:00] And eligible, the ones that you've not yet touched in your system, and automatically mark them as being archived, after whatever period of time you've selected.

[1:35:11] So let's say that once an application has entered your system, you typically consider it as viable for two years. And after those two years go by, you will no longer consider that application for appointment.

[1:35:25] If that's the case, you'll want to make sure your checkbox is checked and that you've

[1:35:30] set it to 24 months.

[1:35:35] Next, we have the ability to limit the number of applicant boards.

[1:35:40] Here if we want people to only be able to apply for a specific number of boards at a time,

[1:35:46] then we will go ahead and select this checkbox and mark that board number.

[1:35:52] This will prevent people from being able to apply to every board in your system all at once.

[1:35:57] So, let's say that I want to set this number to three or to five, it means that they can apply to only two, but if they want to apply to more than five, they're not going to be able to do it in one session.

[1:36:10] They would have to then exit after submitting and then choose to receive a continuation link and apply again for additional boards.

[1:36:20] This of course does not prevent them from being able to reapply in the future.

[1:36:26] It's just for how many boards a person can apply to at one time.

[1:36:34] Next, we have the ability to title case applicant names.

[1:36:38] Here, when we choose to title case applicant names, it is almost always because someone has applied in all caps and it's starting to catch on.

[1:36:49] Sometimes we see that we have lots of applications in the system that are all in caps with people applying with caps lock on and that can be a little hard to read for some.

[1:37:01] So if that is something that you're seeing a lot of turning on this feature will allow the system to title case your applicant names.

[1:37:13] Lastly, remove unanswered questions from application PDFs.

[1:37:19] This is an especially helpful setting if you are a person who is currently needing to

[1:37:25] print applications in order for a council to review or for your mayor or whoever to review.

[1:37:33] So if you are finding that you are printing a lot of application information, selecting

[1:37:39] to remove those unanswered questions. We'll allow you to save some paper and some ink.

[1:37:47] Okay, any questions here on your general settings?

[1:37:51] Or your general customizer tool?

[1:38:02] Okay, coming over into tools, we'll now select the board

[1:38:06] customizer. The board customizer is a tool that is broken into four different parts.

[1:38:14] Starting first with your Board Custom Details.

[1:38:18] Here, under Board Custom Details,

[1:38:20] we'll once again find those required fields here at the top.

[1:38:24] We will remember that these are the fields that are separated by that gray line

[1:38:29] when you're in your Board's Details tab.

[1:38:33] But as we look down below, we'll find all of our custom details.

[1:38:37] So pieces of information that we have added or updated ourselves.

[1:38:43] We'll find the ability to add new board details by selecting the Add Board Detail button at the bottom left of our screen and from here you'll choose what kind of detail you'd like to add.

[1:38:57] Once I've added in or once I've selected my board detail I'll go ahead and give it a label and then I'll choose whether or not I'd like to display that information to the public.

[1:39:12] Our next section for the board customizer is your board roster cards, specifically, and this is going to allow you to choose the layout and the information that will be present if you choose to use your roster card view.

[1:39:27] Maybe you find that some pieces of information, like let's say category, isn't necessary here.

[1:39:35] And maybe office isn't necessary either.

[1:39:39] Here, I can kind of go in and make those changes or shifts to my roster card as needed.

[1:39:45] And as I make those changes, I'll just want to make sure that I go to the bottom right here and click save in order to lock those changes in.

[1:39:55] If ever you've made lots of changes and you're not sure, um, you know.

[1:40:02] Next, we have the board roster column order. This is where we'll choose the columns that we'll use when we're looking at our board roster using that column view.

[1:40:15] Here we have a total of seven columns to work with, but really we have six here. We cannot exceed seven total columns starting at name and going all the way down to district.

[1:40:27] Actions is listed here, but it is not actually considered a column, as this will only give you your actions menu.

[1:40:36] Here, name cannot be removed from your available columns, so we just have the other six here where we can remove them or add additional ones if we'd like.

[1:40:47] Let's say, for example, that a position was no longer necessary and instead we wanted to add a pointing authority, we could do that.

[1:40:59] Or, if we simply wanted to move around the order of where everything was, we could do that here as well.

[1:41:08] As we make changes here down below, pulling in any of the unused fields from the left-hand side into our active fields on the right, or removing active fields from the right into the unused fields from the left, then we'll find that up above our mockup or our preview will be updated as well.

[1:41:32] No save button on this page, just once you see that update has been made in the preview,

[1:41:38] you'll know that you've officially saved your change.

[1:41:44] Alright, next we have the ability to update our appointment custom details.

[1:41:51] Now, as you can see, my appointment cards are pretty simple, pretty plain right now,

[1:41:56] but maybe I wanted to add some additional pieces of information.

[1:42:01] to do that. Again, I'm going to scroll to the very bottom left here and select

[1:42:05] add appointment detail. From there, I'll choose what kind of detail I'd like to add.

[1:42:12] Maybe I want to add a single select or maybe it should be a short text field,

[1:42:17] even a checkbox. Once I've selected what it is that I want to add, I'll then go ahead and

[1:42:24] it a name

[1:42:29] and then I will choose if this is information that should be displayed to the public website.

[1:42:36] So here if I have appointment information that should not be public, I'll leave that unchecked.

[1:42:43] Next I'll also choose if this information should be included in my generated packets and reports.

[1:42:49] And lastly, I'll choose if I want to use this as a filter on my appointments tab.

[1:42:55] With all of the information selected there, I'll go ahead and click Save, and order to add in my new checkbox.

[1:43:02] And as you can see, I can see that new checkbox here in the preview of above.

[1:43:11] Any questions on the Board Customizer or any of the sections?

[1:43:31] All right, next is our internal tracking customizer.

[1:43:36] Here, the internal tracking, customizer, is where we'll be able to apply additional pieces

[1:43:42] of information that we really just use internally, right?

[1:43:46] So this isn't necessarily constituent facing, certainly not applicant facing, but this

[1:43:52] is information that might be core to your processes, whether it has to do with review of

[1:43:58] people's application forms, or maybe it has to do with additional pieces of information or require

[1:44:07] requirements, or requirements, excuse me, for people once they've been appointed.

[1:44:14] Now here we're going to see all of those internal trackers that we've been seeing today.

[1:45:00] Regional internal trackers, you'll scroll to the bottom left here. Click the add item button and then choose the type of tracker you'd like to add.

[1:45:10] You will notice that in addition to being able to add trackers themselves, you'll also have layout options, which is the first, but not last time we'll see this, where we can add in custom text or horizontal lines.

[1:45:24] Here, Custom Text is often used to describe the information that will be appearing below

[1:45:30] it.

[1:45:31] So here, as you can see, I've added Custom Text to be able to add some information about

[1:45:37] trainings.

[1:45:39] And then I've used Horizontal Lines in order to break up the different sections of my internal

[1:45:44] trackers.

[1:45:45] We're here.

[1:45:46] I have kind of all of my basic typical trackers up above for checkboxes.

[1:45:52] I've got some additional information in the middle, and then I've got all of my training down here at the bottom.

[1:46:01] Any questions here on the internal tracking customizer?

[1:46:13] All right. Now, we are going to see here towards the end of our call today,

[1:46:18] that your internal trackers, as well as some of your board details or board appointment card details,

[1:46:26] can be used as what we call triggers for emails so we're going to be looking at creating

[1:46:32] custom emails towards the end of our call today and we're going to see how we can use

[1:46:38] those different pieces of information in order to offset or set off rather an automatic

[1:46:46] email from your system.

[1:46:51] Now coming back up to the tools menu, our next section is the application form builder.

[1:46:56] Now,

[1:46:59] here under the application form builder, I am able to see the application form as it will appear to my constituents by going up to the C live form button in the top right corner.

[1:47:14] Now, what I'm seeing right now is the back end display of my application form, but my constituents would see it like this.

[1:47:25] For here I have my logo, I have the name of my application form, and I'm able to then go through and find the different sections and fill it out accordingly.

[1:47:43] Now, here within the application form builder, this is not only where you'll go if you want to add update or remove questions from your application form,

[1:47:54] But it's also where you'll go if you're looking to add some additional details surrounding the application process,

[1:48:03] or if you just need a link or an embed code for an apply button to go on your site.

[1:48:11] Starting first with the section that is for the application form, we will see the application form itself,

[1:48:18] where we can go in and select any section to use the Edit button in order to make changes.

[1:48:26] Here at the application header level, I can change the language as it appears on my application form,

[1:48:32] and even upload or update my existing logo.

[1:48:40] Next, I'll scroll through to find the different questions that are already present on the application form.

[1:48:46] Most of these questions are built in that you'll see here on my application form, but I have added a couple of custom questions just for the sake of being able to add some additional examples for you.

[1:49:01] One thing that you'll notice is that depending on the question itself, so if it's a built-in question for example, it may not be able to be deleted or edited.

[1:49:12] So, for example, here, if I select home address, you'll notice that I can't change the words home address to residential address.

[1:49:21] It does have to stay home address in this case.

[1:49:27] When it comes to questions that are not required on the application form, let's say employer or job title.

[1:49:35] If I don't need to ask that question, I can simply delete it.

[1:49:40] You'll notice that hovering over any question in the application form will allow you the ability to go into that question whether you have the ability to make certain changes or edits.

[1:49:53] It will also give you the ability to use the move icon in order to reorder the application question.

[1:50:00] For example, if I specifically wanted to add a demographics question, I'd come down to the bottom of the demographics section and click add item.

[1:50:11] You can add new sections to the application form, here on the left hand side of your screen by selecting the add section button.

[1:50:21] Once you've selected the Add section button, you can name that new section and click the save icon in order to lock it in.

[1:50:31] With your new section added, you can then hover over that question in order to use the Move icon or the Edit Pencil icon in order to be able to move the section to a different part of the application or rename it.

[1:50:48] Now, when we talk about the leading questions from the application form, it's important to

[1:50:55] remember that certain questions that will be on your application form will speak back to some

[1:51:01] of your reports.

[1:51:02] So, an example of that would be what districts do you live in?

[1:51:06] Here, this district question is going to be pulling in the information from or from our responses

[1:51:16] from our applications into our dashboard where we saw that graph about what district our members and applicants were from.

[1:51:25] But it will also be pulling in that information potentially on some of our reports that we might run under the documents tab.

[1:51:34] Another example of that would be in our demographic section where if we choose to run our demographics report,

[1:51:41] But we decide to remove or not use any of these questions that are pre-built for demographics.

[1:51:49] Then we might find that that demographics report is quite empty.

[1:51:53] As these questions are pulling in directly to that report.

[1:51:58] It doesn't mean that you can't still run a demographics report,

[1:52:02] but it might then be required that you have a custom report built.

[1:52:06] If you wanted to ask questions that were different from these ones and see them pulled into an organized report rather than just on a spreadsheet.

[1:52:20] One thing to remember about deleting questions as well is that if you delete a question and it was a question that you do have historical answers for,

[1:52:30] then those historical answers will be lost unless you have the question removed by our support team.

[1:52:36] So let's say that for the last three years, I've been asking for people to select their current living arrangement.

[1:52:44] And I decide that this year, in 2025, we are no longer asking that question.

[1:52:52] That's certainly fine for me to remove it, but I should keep in mind here that if I delete this question, then I will lose the historical answers to that question.

[1:53:02] That might be okay if you don't plan on asking it anymore because it's unnecessary information.

[1:53:08] But if it is information that you'd like to keep, even though you're not asking it moving forward,

[1:53:14] I'd suggest that you reach out to our support team so that they can have engineering remove the question from future applications,

[1:53:21] but maintain the historical records.

[1:53:25] If you forget that I said this, which is totally fine, there's a lot of information in this call.

[1:53:30] If you forget that I told you that, that's okay.

[1:53:34] You can still reach out to support,

[1:53:36] and they can still have engineering recover the lost information.

[1:53:43] Any questions on building out your application form,

[1:53:47] whether adding questions, editing, moving questions around,

[1:53:51] anything like that?

[1:54:01] Now, one more thing here I'm going to point out.

[1:54:04] When we add questions to the application form,

[1:54:08] Let's say that I'm going to add, let's say a single select question.

[1:54:14] When I add a question, in addition to giving it a name, if there are answers that

[1:54:19] should be generated automatically, I have the ability to go in and add those answers, like

[1:54:25] in this single select question, alternatively, of course, if it's just a short text, you

[1:54:31] know, short text field, somebody can free text whatever they need to, I'll only need to

[1:54:36] give it a label. But once I've done that, I'll then come down to the bottom and choose from

[1:54:42] the checkboxes at the bottom here about the additional information for this question. Is this

[1:54:50] a required question? Is this a question that might have sensitive information that should be

[1:54:56] if I choose to run the redacted report.

[1:55:00] This gives me the ability to use this question as a filter on my people, applications, and appointments tab.

[1:55:08] Lastly, here at the bottom, if I need to only ask this question for certain boards, like maybe you have a requirement that people who serve on the art and culture board have experience working in visual or performing, for performing arts.

[1:55:27] excuse me that's the case then we would expect to make sure that we ask that question so that we can confirm

[1:55:35] and validate their application.

[1:55:42] Okay if you do create questions that are only four certain boards

[1:55:48] only when those boards are selected will those questions be pulled into the application form.

[1:55:54] That means that this is a dynamic application form, which could, you know, as a basic form

[1:56:01] only have 20 or 30 questions, but could expand greatly, depending on which boards a person

[1:56:08] is looking to apply to.

[1:56:13] Next section here under the application form builder is where thank you page.

[1:56:18] And here when we're talking about the thank you page, this is the information that a person

[1:56:23] will see when they have submitted their application form.

[1:56:27] As you can see here, I've got thank you and a green checkmark, and that is something that

[1:56:33] every applicant will see.

[1:56:35] But additional information can be added below.

[1:56:38] As you can see, I've added some additional language to say that they successfully submitted

[1:56:44] their application and when they can expect to be contacted.

[1:56:49] In order to edit that information, you'll select the pencil icon here in the top right corner

[1:56:55] in order to be able to make those changes there.

[1:57:03] The next section of the application form builder is workflow statuses, but I want for you guys

[1:57:09] to ignore this section because this section doesn't speak to the application statuses that you have available,

[1:57:16] but rather this speaks to some of the back end settings for things that are being seen.

[1:57:22] And it also speaks to some things that just no longer exist.

[1:57:26] So for example, no application and not submitted,

[1:57:30] these are things that would be visible to a designer or a product engineer who's looking at

[1:57:38] back end information, but they're not visible anywhere on the front end portion of the site.

[1:57:46] Next, we have Publish. Here under Publish, this is where we will find the link

[1:57:53] and the ability to share our application form.

[1:57:59] Here, if I wanted to be able to give the link to the application for someone so that they can easily grab that link and apply,

[1:58:08] I'll go ahead and highlight this link and share to them this exact link.

[1:58:14] It's important that you don't highlight this link, go into the page to confirm that it's the application and then give them that URL.

[1:58:22] What you'll find is that if you use this link, so I'm going to copy it here, if I use that link and I say paste and go to, I'm now going to see some additional information tacked on to the end of this application.

[1:58:40] What this additional information is doing, is it is giving me my own specific copy of this application.

[1:58:47] So that as I make changes here, it's going to be able to then start creating my people profile

[1:58:53] or it will look for an existing people profile.

[1:58:57] If I put in an email address that already matches a record in the system.

[1:59:04] So here if we are looking to share the application, we want to make sure we only share it

[1:59:09] up to where it says apply from there within your application form builder.

[1:59:17] Next, we have the ability to share our application on social media.

[1:59:24] Lastly, we have the ability to embed our Apply button anywhere you'd like on your site.

[1:59:32] Here, let's say that I want to create a custom Apply button that matches the color scheme of my website.

[1:59:40] I'll come in and I'll choose to customize this button.

[1:59:43] Here up above you're going to see the preview for the button where you can go in and see the changes as you make them here down below.

[1:59:53] Maybe instead of apply, my button should say apply to a board.

[1:59:58] Next, I'll choose Corners.

[2:00:00] Specifically, making this number smaller is going to give me sharper, harder edges on my corners.

[2:00:07] And making this a larger number will give me a more rounded button.

[2:00:15] Next, I'll choose my font size. Maybe I want it to be a little bit bigger.

[2:00:21] I can choose my buttons background color and font color.

[2:00:25] Here we'll see if we can get it kind of close to the the granicous colors here.

[2:00:32] I feel like that's pretty close to my top header bar there.

[2:00:37] And then for my font color, we'll see if we can maybe do like a light gray or something here.

[2:00:47] Once I have created my button and it looks the way that I want it to look,

[2:00:52] it's going to be important for me to make sure that I go ahead and highlight this embed code here on the left-hand side.

[2:01:00] So here this embed code is going to be updating as you make your changes down below and one thing you're going to see is that there is no save button anywhere for the creation of your custom apply button.

[2:01:16] So effectively in order to save this button if you're not planning on using it right this second is to make sure that you copy and highlight or highlight and copy rather that embed code and then save it to like a sticky note or

[2:01:30] a word document, something like that, or even just share it directly to your web, your web

[2:01:37] master, or IT department, or whoever it is that's responsible for managing your website.

[2:01:45] All right, any questions here on the application form builder?

[2:02:07] All right, let's go over to the tools menu here.

[2:02:10] The next section is your web page designer.

[2:02:13] This is where you'll create your iFrame or your widget that will be visible to your constituents.

[2:02:21] Here, when we are in the web page designer, we're going to see a large preview here on the left-hand side of the screen.

[2:02:28] And then here on the right, this will be the menu that will guide us through the creation of a new widget.

[2:02:35] Now here if you have already created a widget, let's say that this is four months down the line.

[2:02:40] And you just finished going live, but then your team decides that you're going to update the logo and update the color scheme for your logo and your website.

[2:02:54] So now your widget also needs to be updated. You can select see all widgets here in the top right corner in order to be able to find other widgets that you've created in the past.

[2:03:06] As you can see, I did go through and just give them some sort of name as I created them and this allows me then to be able to find them in the future and make edits to them and know exactly which one is which.

[2:03:20] This will be especially important if you decide to create an individual widget for each of your boards.

[2:03:28] Now, going back to the Create New button so that I can create a new widget, I'll select

[2:03:34] next here under the Create New menu, and this will allow me now to start to select the

[2:03:41] information that should be present in this widget.

[2:03:45] Now, the very first choice you need to make is whether this should be an all content widget,

[2:03:52] showing all of the different boards that you have in your system.

[2:03:55] or if this should be a single board and detail pane.

[2:04:01] If I choose single board and detail pane,

[2:04:04] then I'm looking to create an individual widget for each board

[2:04:07] or at least an individual widget for certain boards,

[2:04:11] so that it can be displayed maybe on those specific boards pages.

[2:04:16] Now here, most clients choose to create an all content widget

[2:04:20] so that your constituents can easily flip between the different boards

[2:05:00] Do you have any transparency requirements that require you to share people's home address or people's primary phone numbers?

[2:05:10] Things like that. Then you're going to want to make sure that you select whatever one of these fields are required for you.

[2:05:17] However, if you are not under any of those transparency laws, it's important to remember that here this is people's private information.

[2:05:26] So this is their home address. This is their personal email, their personal phone number.

[2:05:32] And so if you don't have a requirement to share that to the public, then generally speaking, you'll leave these unchecked.

[2:05:42] Next we have the vacancies tab, where we can choose if we would like to add a vacancies tab to this widget.

[2:05:50] Here, when I select vacancies, this will then add in that third tab to my widget,

[2:05:55] allowing my constituents to travel between boards, members, and vacancies.

[2:06:03] If I do add a vacancies tab, I'll want to make sure that I confirm how far out those vacancies should display.

[2:06:11] So if I only want to show my current vacancies or maybe I only want people to see the next 30 days and any immediate vacancies, I'll go ahead and select from this list.

[2:06:21] I can also create a custom range down below, but keep in mind if you do decide to use a custom

[2:06:28] range, then that custom range does not add or it does not update on its own.

[2:06:35] So if I set that custom range to be the next 45 days, I will need to go in and change that

[2:06:42] range from time to time to make sure that I'm consistently seeing new vacancies popping up

[2:06:48] my constituents.

[2:06:54] Next, I have the ability to include a sidebar. Selecting include sidebar is

[2:07:00] going to give me a side panel here, where I can navigate in between each of the boards easily

[2:07:06] with just a simple quick. If I choose not to use the sidebar, I will need to click the boards tab

[2:07:13] again here at the top left, in order to see all of my boards before selecting a board, and then

[2:07:19] selecting boards to move back to my home screen.

[2:07:24] The benefit of using a sidebar is the ease of navigation,

[2:07:28] but there is a drawback which is that if you have other information on your

[2:07:34] website, this can make for your widget being relatively small for those

[2:07:41] users who are using their cell phones and specifically using their cell

[2:07:46] and portrait mode. So here, if you have, if you know that you have a younger constituency who are very active on their mobile devices, it might be important for you to put in a low note.

[2:08:02] Above your, above your widget, letting them know that if they're viewing their phone or if they're viewing this information in their cellular device that they should turn their phones into landscape mode.

[2:08:17] The last two sections we have here, the first being the Apply button, by default we will have an apply button built into the

[2:08:29] Excuse me, so the constituent facing widget.

[2:08:32] But of course, if you wanted to create a custom apply button as we saw back on the application form builder

[2:08:39] And simply paste that button in either above or below or even to the side of your widget.

[2:08:47] That's absolutely an option as well.

[2:08:50] Lastly, we have website title.

[2:08:53] Here, we're going to see the website title appearing at the top left corner.

[2:08:58] If I wanted to change this to say,

[2:09:00] let's say I wanted to say lunar lake boards and commissions.

[2:09:06] I'll type into that field and then click away in order to save it, and now on my boards

[2:09:13] tab I'll see my changes visible there.

[2:09:19] Okay, any questions here on choosing the content for your web page designer.

[2:09:37] Okay, next is the color choices, so we're going to go to the next button at the bottom

[2:09:43] right here, and this will bring us in to where we can choose the color scheme for our widget.

[2:09:51] Now here, when we're looking at our color scheme, first we'll have our navigation background color.

[2:09:57] This will be for our inactive tabs here along.

[2:10:00] We'll try and match this slightly lighter gray color.

[2:10:05] Sure, we'll say about that.

[2:10:09] For my accent, background color, I'm going to go with that bright kind of granicus red.

[2:10:16] And then for my accent, foreground color, this only applies if we are using a sidebar.

[2:10:23] And specifically, this will apply to the font color of the board that we've chosen within the sidebar.

[2:10:32] So, here we've got our background color, which will apply to any inactive tabs, our active color, which applies to the active tab, our accent background color, which will apply to our apply button, as well as whatever sub tab we're in, so board details or member roster, and then our accent foreground color, which only applies to us if we're using a sidebar and will appear for the color.

[2:11:01] of the font we've chosen are of the color of the font for the board we've chosen.

[2:11:08] Okay. When we have selected our colors, we'll select the finished button at the bottom right,

[2:11:15] and this will give us now the ability to name our widget and also to get that embed code

[2:11:22] so that we can apply this new widget to our website. Here I'll go ahead and say

[2:11:30] Lunar Lake, April of 25, if I want to include a description I can and then again I just

[2:11:42] want to highlight that full embed code, copy it and hand it off or if I'm the person

[2:11:49] responsible that is what I will use to get this added to my website.

[2:11:54] Once I click Save, this is now locked in and I can go into my widgets and I can go and update or change this as needed.

[2:12:04] So I can click on it here and I can edit it to make it a single board and detail pane or to remove my vacancies tab.

[2:12:12] I can rename it or recolor it. So this is a great way to be able to update that information.

[2:12:19] Making updates or changes to your widgets will not require a new embed code.

[2:12:25] Those changes will automatically be reflected on your website as you make them.

[2:12:33] Any questions here on the webpage designer?

[2:12:45] Now you probably won't need your webpage designer for a little while for you guys.

[2:12:49] That's going to be one of your final steps that you'll take before you go live.

[2:12:53] But if you have any questions, when you get there,

[2:12:56] don't forget that you can go back to the recording of this call.

[2:13:00] All right, next we're going to go back into the tools menu.

[2:13:03] We have already seen the packet creator.

[2:13:06] So we are now going to move to email notifications.

[2:13:11] Now here under email notifications,

[2:13:14] we'll first be brought in to our email notifications settings,

[2:13:19] where we can set our default reply to person.

[2:13:22] as well as anyone who should be blind CCD on all outgoing messages.

[2:13:29] Now here, blind CCing someone on outgoing messages is not a requirement.

[2:13:36] And I would actually say that unless you just really, really want to be notified each time an email is sent out,

[2:13:43] you really don't need to use that field at all.

[2:13:46] The reason for that is that here within the system there is an email log that you can check any time you'd like and that will detail every email that's gone out so that you don't have to receive it in your inbox yourself.

[2:14:01] Of course this is still an option for you if you prefer to have it that way, but it's certainly not a requirement.

[2:14:09] Now coming to the top left here we'll see sent emails and this is that email log that we talked about.

[2:14:15] Here, we can see that we have a number of emails that have gone out from our system over the years.

[2:14:24] Here, the first one is letting us know that we have terms that are expiring.

[2:14:30] I can see the subject, the name, the recipient, and I can see when it was sent.

[2:14:38] Selecting the View button on this record will allow me to see the exact email and all of the details of that email.

[2:14:51] If I need to search for an email that was sent from my system, I can use the search bar here along this hop.

[2:14:58] This will allow me to search it by...

[2:15:00] Subject, or by recipient. If you have someone reach out to you and tell you that, you know, they were supposed to have received an email for something and didn't, or that they received an email for something. And it may be confused them or something like that.

[2:15:16] This is a great way to go, a great place to go to check to see, you know, what was sent and what it said.

[2:15:25] Now, for your emails that are built into your system, you're going to have two different sections.

[2:15:30] Your default emails will include all of the emails that are previously built and are part of your implementation.

[2:15:38] These emails cannot be deleted but you can edit the language that's there.

[2:15:45] Next, you'll have custom emails. The emails that you create for whatever your internal purposes are.

[2:15:53] Starting with your default emails we have in process.

[2:15:56] Your in-process emails will include the existing email.

[2:16:02] This is what will be sent to a person who starts to fill out an application form

[2:16:07] and enters an application, or I'm sorry, enters an email address

[2:16:11] that is already in the system.

[2:16:15] Let's say that in this case it's James Baldwin from earlier today

[2:16:19] and James puts in his same usual email, he's going to get a pop up on his screen

[2:16:25] It's going to say, welcome back, would you like to receive a continuation link so that you don't start from a start over from scratch on your application?

[2:16:34] Or would you prefer to start over with a new email address?

[2:16:39] If he chooses the continuation link, this does two things for us, because your applicants do not have access to boards and commissions, so they will not be given a login.

[2:16:49] Well, what it does do is it sends him then a confirmation link via email, and so long

[2:16:56] as he has access to that email, he can then open it up, and then use that link to come back

[2:17:03] into his existing application.

[2:17:06] What that also means then is that he doesn't have to fill out an application from scratch.

[2:17:11] He can actually just change whatever fields might need to be updated, and then simply scroll

[2:17:16] to the bottom and click submit.

[2:17:19] Next, we have our timeout email, pretty straightforward here.

[2:17:24] If somebody has started an application, they don't finish it, and they leave the window open for too long without activity.

[2:17:31] We are going to go ahead and time them out.

[2:17:33] We know that there's a lot of sensitive information in these applications, so timing them out and sending them a continuation link is the best way to go here.

[2:17:43] Next, we have the finished later email, and that happens anytime a person starts an application and then clicks the save for later button at the bottom of their screen.

[2:17:55] Once they click save for later, the application is closed out, and an email is sent with a continuation link.

[2:18:03] Next, we have your three reminder emails that will go out over the course of a little over two weeks

[2:18:10] for anyone who starts an application but does not finish it.

[2:18:15] If they don't finish the application or if they decide that they've changed their mind,

[2:18:20] they always will have a link to be able to delete their application or their data.

[2:18:26] So here, let's say that I'm sorry here it is, so let's say that I started an application and I decide that actually I've got a little too much going on right now and I changed my mind.

[2:18:40] I can select that delete link to receive my delete that email letting them know that their information has been removed.

[2:18:49] Next, we have other emails starting first with your thank you email which will go out to anyone who has started an application and finally clicked that submit button.

[2:19:03] We have a staff notification email that goes out to your internal users or members of staff letting them know whenever a new application has been submitted.

[2:19:13] Now, this email is regardless of board, unlike the email notifications field that we saw earlier under the board details tabs.

[2:20:00] When there are new applications for those boards.

[2:20:05] The upcoming vacancy notification will send us out an email. When we tell it to, here we can choose as many days as many days as we'd like or as few days as we'd like.

[2:20:18] If you don't want to receive these internal notifications via email that people's terms are expiring, you can always set this to zero and then leave that two field blank so that you won't see that email.

[2:20:31] email coming out.

[2:20:36] Lastly we have our reapply emails. This is again the email that will be sent

[2:20:41] out automatically at 90 days prior to the end of someone's term letting them know that a term

[2:20:48] their term will be expiring. You can of course also send this email manually using the reapply

[2:20:56] email button from the appointments or board tabs.

[2:21:03] Now for custom emails whenever you're working

[2:21:06] create a new custom email. You'll start by using the new custom email button. Here, once I select

[2:21:15] new custom email, I'll then be tasked with adding in my internal name for that email.

[2:21:23] So if this is, let's say, an email for financial disclosure, I might just call it financial disclosure

[2:21:30] required. Here, for my trigger, I can choose any number of triggers, I'm sorry, I can choose

[2:21:38] any trigger from my system in order to allow that to be the thing that prompts this

[2:21:45] email to be sent automatically. Here, you can only choose one trigger and you cannot

[2:21:52] layer a trigger. So you cannot say here, for example, a point someone to a board and then

[2:21:58] specify that that board has to be this one in particular.

[2:22:06] Next, we'll choose the subject.

[2:22:09] We'll choose who our reply to person should be.

[2:22:13] By default, our default reply to person will always be the same

[2:22:17] as whoever we've set our default reply to person for.

[2:22:21] There and our notification settings.

[2:22:26] Next, we'll choose who this email should go to.

[2:22:29] Here, if this is going to a person internally, someone who we've designated for these particular

[2:22:35] emails, we'll go ahead and type in that person's email address.

[2:22:40] If this should go to the person who's people record or application record was affected,

[2:22:46] we'll instead choose person.

[2:22:50] If we'd like to CC or blind CC, anyone on those outgoing messages, we'll go ahead and

[2:22:55] add in their information as well.

[2:22:59] And then we'll go about adding in the body of our email to include all of the language that needs to be present.

[2:23:09] You'll also notice here at the bottom that you can apply in attachment.

[2:23:13] So here if you wanted to create a template that you can easily go back to and send off whenever you need to.

[2:23:20] Let's say that this is for financial disclosure.

[2:23:22] Maybe I have a financial disclosure form that needs to be filled out and returned.

[2:23:26] I'll go ahead and attach it here so that I don't have to attach it manually each time I send this email.

[2:23:36] Any questions on default or custom emails here within the email notifications tool?

[2:23:51] All right, we're almost there guys.

[2:23:54] Next tool here will be user permissions.

[2:24:01] Now here the user permissions tool is where we will find all of the people who have access to media manager.

[2:24:09] Okay, it's important that I point that out. All of these names are pulling from media manager, as that is a requirement for access to boards and commissions, right?

[2:24:22] So here, let's say that I want to go ahead and get access to someone here in my system.

[2:24:28] I'll go ahead and select that person and once I've selected that person, I'll then select Edit roll.

[2:24:36] As you can see, there are four roles to choose from, the least level of permissions here being at the bottom, which is read only.

[2:24:45] Our read only users are people who are able to come into the system and review everything as is, but they cannot run their own reports.

[2:24:56] They cannot make changes to any existing records.

[2:25:00] Board specific. And these are users who are able to see information, but only the information that is for their particular assigned boards. They can then go in and make changes to those boards, but they don't have the ability to see or edit information for any boards other than the ones to which they've been assigned.

[2:25:24] Next we have coordinators and our coordinators can edit and do whatever they need to do within the system and the only exception to that is that they cannot make changes to other users access.

[2:25:39] And of course, our administrators are able to update user permissions for all of our users and they are also able to do anything else they'd like here within the system.

[2:25:52] Are there any questions here on the roles?

[2:26:06] Now let's say that I want to give this person

[2:26:09] Board-specific permission.

[2:26:12] If that's the case, I have one more step to take with them

[2:26:15] which is to click that Update button

[2:26:18] and then assign them to their specific boards.

[2:26:22] So here, if I only want this person to be able to access

[2:26:26] City Council for example, I'll need to make sure that I select

[2:26:29] city council and then update. Moving forward, they'll only be able to see city council

[2:26:35] when they come into the system. They won't be able to see or edit information

[2:26:39] for any of the other boards.

[2:26:45] All right. Now our very last tool here is the deleted items.

[2:26:50] And this is effectively your recycle bin for your computer, but right here in boards and commissions.

[2:26:55] So here, within your deleted items, you'll be able to find people, appointments, boards,

[2:27:04] appointment custom details, board custom details, and application questions that you have

[2:27:11] historically deleted. For almost all of these sections, restoring the information that was

[2:27:18] deleted is as simple as finding it, selecting it, and clicking restore item.

[2:27:25] But the only exception to that is here within application questions, where you can restore

[2:27:31] the question itself, but you cannot restore the historical data.

[2:27:36] So here, if I wanted to restore a board that I deleted for example, like my committee on

[2:27:42] I could restore my board, no problem, and all of the information would return.

[2:27:49] But if I deleted an application question, I still have to reach out to support to have

[2:27:54] our engineering department restore the historical data from that application question.

[2:28:03] All right guys, that's all the material that I have for you today.

[2:28:07] I know that that was a lot of information.

[2:28:10] How's everybody feeling?

[2:28:12] Do you have any questions for me?

[2:28:30] All right. On your welcome, Dory. Okay, guys. Last thing I want to remind you, this is a recorded call.

[2:28:38] So you'll all have access to the recording of this call in your media manager archives.

[2:28:45] So here, going up to the app, drop down in the top right corner, selecting media manager,

[2:28:51] and then going into your archives folder. You should have a training folder,

[2:28:56] or if you're taking boards and commissions at the same time as you're being implemented for

[2:29:01] peak or legislature, you'll see that folder in here and you'll be able to find that the

[2:29:08] recording for this call in that folder. Okay? If you have any additional questions for me guys,

[2:29:15] don't hesitate to reach out. Again, I know this was a lot of information, but now is the exciting

[2:29:21] part because now you get to get your hands.

Boards and Commissions Instructor-Led Training - Apr 17th, 2025

Agenda

Transcript