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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.

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I do that quite a bit during the call, but other than that, please make sure you stay muted,

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or if you have a question that feels a little bit more immediate, feel free to drop those

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

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

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and in order to use boards and commissions, I do need to have what's called a media manager

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account. And so here is you can see the name of my tab is Granicus Media Manager login.

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Of course, I'm logging into my personal sandbox site, but for you, your site will typically

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

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as my username. Your username may very well just be first initial and last name or something

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

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you'll see an additional single sign on option here below underneath forgot password and sign in.

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

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you'll have the forgot password link where if you do have trouble getting logged in, you can select

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that in order to get some assistance resetting your password. Alternatively, for anyone else on your

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

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trouble with your password by resetting your password for you. Alright, now here, I'm going to

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click that sign in button and that's going to bring me into the system.

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Now that I am logged in,

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I am in the media manager side of my solution.

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Now, media manager is the parent site supports and commissions,

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which means that in order to have or use boards and commissions,

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you do have to have this media manager site for clients

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who use streaming or peak agenda, anything like that.

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They will already have a media manager site,

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so you may already have that.

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If you don't use either of those solutions,

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you'll just see that all of these fields here will be blank, okay? Now, here today

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before we move into boards and commissions itself, it is important for me to talk to

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you about how to make sure that your users are able to get into boards and commissions.

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And as I mentioned, you have to have a media manager login in order to use boards and commissions.

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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?

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Not permission, not yet, but just access.

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We'll do that here in the Media Manager side.

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So here, I'm going to go to my top toolbar and select admin.

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Now here, when I select admin, I'm going to be going next down to users and groups.

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

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

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

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If I wanted to make an edit to an existing account, I'll simply find that account down in the table

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

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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.

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Here, we'll go ahead and enter in a username.

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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.

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Now, if you do choose not to set a default password, it is important to remember that that

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

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to log in and use that right away, then they will not be able to use that link and then

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

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Next, we have the name fields, which will include first name, last name, and middle name.

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And then of course, we have email.

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Here, first name, last name, and email, are required while middle name or middle initial is not.

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Next, we have phone number here.

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And of course, if you wanted to keep that for your internal purposes, you certainly can.

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And then lastly, we have default app.

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Selecting a default app from this drop-down allows us to tell the system where this person

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should be routed to whenever they log into the system.

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

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So I'm kind of seeing things from the back end.

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Alternatively, if I wanted to see boards and commissions straight away,

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I would change my default app to boards and commissions.

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Now, looking to the right hand side of the screen,

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I see a list of groups that I can assign people to.

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Here it's important that I only assign people to one group.

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Now, for those of you who are on the call today,

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he'll likely just be administrators,

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which means you can do anything in your system.

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But if you did have people who needed to be assigned,

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who might have a smaller capacity, like, let's say, board liaison or something like that.

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In that case, you would probably want to mark them to a different group.

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By default, you'll only have a handful of groups, I believe, four or five,

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but you can create a new group if you'd like, and call it whatever you'd like,

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by using the new group button, here to the left-hand side of our screen.

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Any questions here on creating a new user?

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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.

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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.

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Remember, Media Manager only dictates access and does not dictate the level of permissions

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given to the person in boards and commissions.

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That is done from the boards and commissions application.

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

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I have the ability to set access or no access for boards and commissions.

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This is an important step.

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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.

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We'll be talking about permissions in boards and commissions a little bit later in our call today,

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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?

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Um, I have one question. Can you hear me?

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Yeah, I can hear you. Okay. Um, on that, and this isn't on the boards and commissions,

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I just happened to notice because Pika gender is not right down the right. What is the launch?

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I see administrator launch no access. What does launch mean if you click that for a user?

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Launch just means that it can be opened. It can be the same as access.

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Okay. Got you. Thank you.

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You're welcome.

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Okay. All right. So now that we understand the role that medium.

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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.

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

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

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Starting first, we'll see the number of active boards in our system.

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So as you can see, I have seven active boards and out of those seven active boards,

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I have three that have completed all of their board details, all of the little informational fields.

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And then I have four that are missing information.

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If we choose, or if we are looking at something and it says that it's missing information,

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And this doesn't mean that we've done anything wrong.

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It simply means that here there is one or two fields probably that we just haven't filled

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out.

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And that's relatively normal, especially if you decide to create board details for things

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that are very specific to specific boards.

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Next, we'll see the number of seats in my organization.

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I have 34 seats and out of those 34, 26 are filled and only 8 are open.

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Looking a bit further over, I can see applications and this is showing me too.

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Now, this number is not an indication of how many applications total are in my system,

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but rather how many applications are in my system that are still under the status of submitted and eligible.

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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.

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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.

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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.

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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.

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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.

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

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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.

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Here at the very top, we do also see that we have the ability to toggle this dashboard.

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By default, of course, we're seeing only all, well, rather, we are seeing all of our boards.

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

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Any questions here on the dashboard?

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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.

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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.

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In order to have an application record, in order to have an appointment record, you have to first have a people record.

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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.

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Here we'll find a unique or individual people record for each person who has applied and that

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people record is then updated so long as they continue to use the same email address.

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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,

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my people label. Right next to it, I do have the ability to click that download button.

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Here, when I select this download button, this allows

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Excuse me to download all of the information that lives here within my people tab as a spreadsheet.

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Next, I have the ability to filter people out by their name, email or phone number, by the boards

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

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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.

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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.

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Looking to the top right here, we have the Add Applicant button.

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Selecting Add Applicant is going to allow us to see the application form in admin mode.

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So here we're going to see that red message.

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Now here any time you enter the application form and you see this kind of pink stripe

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

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Here, an example of why you might use the Add Applicant button would be if someone were

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to apply and hand you in a printed copy of the application form.

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In order for you to get that digitized and pulled into your system, you will need to enter

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it in.

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Here you'll scroll through filling out all of the different necessary fields until you get

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to the very bottom and click Submit.

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

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

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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.

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

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

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The first is to select any number of checkboxes here along the left-hand side of the screen.

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

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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.

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Our group actions menu is something that we'll see here on the people tab, but we'll also

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see it on the applications and appointments tab.

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The options will differ slightly depending on which tab that you're in.

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Here starting with the group actions for the people tab, the first option we have is to

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edit tracking.

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Now here as you can see, for my trackers I have some information like whether or not this

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registered voter or has this person submitted financial disclosure forms. I also have the ability

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to add in someone who might have nominated them or go in and click the different check boxes for

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whether or not they may have taken required trainings.

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Next, I have the ability to download the

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information for the people selected as a spreadsheet. I can create a custom report if I have one.

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Select and custom report is going to bring me into my Documents tab.

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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.

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This is where I actually run the reports in this specific place.

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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.

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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.

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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.

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Now, here is I come over to the system wide.

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

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

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

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Your master, roster, all vacancies, demographics, and all boards attendance tracking reports.

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Those will all be run as a form of Excel spreadsheet.

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Here, when you'd like to run a report, you'll select the report you want to run.

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Confirm the file type if it is one that can be run as a Word document or a PDF.

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and then select generate a document in order to be brought back out to your documents library.

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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.

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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.

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

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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.

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

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If there was any issue and running a report, you will find that the status will be an X,

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in which case you'll have the ability to trash the report, and then go back and try to

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generate it again.

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If you do find that that happens multiple times, I always advise that you reach out to our

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support team so that they can confirm that there aren't any issues in the formatting of your

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report.

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

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Any questions here on the Documents tab or generating a report?

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All right.

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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.

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Now for this, I'll go ahead and select the first two people and then select create packet.

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When I select feature or when I select to create the packet, this brings me into the packet creator tool.

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You can find this tool from the tools menu here towards the center of your list.

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

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one for each of the people that I selected on my people tab.

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

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Let's say that Tom here, in addition to his application, he submitted his resume and maybe

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a cover letter.

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I would see those here as well, so it would say Tom, Roy Hill, resume, Tom, Roy Hill, cover

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letter.

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Now, because I cannot redact those pieces of information, any of those pieces that were added

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custom or uploaded by the applicant, it is important that if I plan on sharing these packets

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to the public, then I would either want to download them and redact them manually, or that I

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might just want to consider removing them entirely from the packet.

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Now here if I do want

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to share this packet to the public, I will make sure that I select the redact checkbox at the

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right corner of each of these records. This is going to allow the system to

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redact any of those questions that we have marked as redacted questions on the application form.

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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.

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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.

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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.

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Here, since I'm just creating a redacted packet for my public, I'll go ahead and add my

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redacted board details.

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Once I've selected my documents and my board, I'll go ahead and click the Add button

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in order to see that additional page added.

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I can also add in an applicant if there's an additional person that I would like to see added

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to the list.

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I can create or I can add in an additional board member.

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I can upload a new file, pulling a file from my computer, and attaching it to this packet.

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

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So long as I have uploaded it directly in the system here.

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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,

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

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and let's say this is the CRA packet.

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Clicking away from that field will allow me to lock

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in that name change and of course as I change my name I'll see that change reflected here on the left

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hand side of my screen. Once I have completed adding all of the information and renaming my packet

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I'm ready to process it, but in order to process it, I do have to click done and green here.

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

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Okay. Now here, I'm going to go ahead and click done in order to begin processing.

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As we can see, my packet is now processing, giving me the ability to edit, regenerate, or

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trash, and very quickly there.

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My packet was processed and is now in ready status, where I can now edit, download, or

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trash it.

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Any questions here on the packet creator?

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

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like your documents tab, packets that you've created do not have a limit and they do not

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

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

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as you'd like, for as long as you'd like, with no worries about whether or not the system would

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move them.

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Coming back over to the people tab, I'll go ahead and select one of those checkboxes

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here. Again, we have our group actions with the next action being to send an email. When we

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

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in our system. If you're currently following along in your own system and you haven't yet been

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the system to practice or learn anything yet, which is normal. Then we would see that this

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

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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.

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

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And then, from there, I can select either editing the email or trashing the email.

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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.

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From here, I'll now be able to review the language in this email.

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I added some extra formatting, so I don't mind that there.

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But here, I'm going to see my hello, my body, sign-off, et cetera.

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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.

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Now here I'm going to save and close to navigate back out to my pop-up window.

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And if I'd like to go ahead and send this email, I'll go ahead and select that send email button.

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Alternatively of course I can close without sending.

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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.

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Now, certainly if we have a people record for someone who has never served or for someone

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who, let's say, was playing a trick on the city clerk's office and applied a bunch of

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times kind of maliciously, maybe they don't actually want a position, then there's not

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really any harm in deleting those records.

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But if we are looking at real people records, especially with applications and appointments attached,

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You'll want to think twice about deleting them.

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In addition to selecting any number of checkboxes in order to generate a group actions menu,

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

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Here, this side panel for Tom shows me that I have an actions menu.

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Selecting that Actions menu will give me the option to download his applicant details or the redacted version.

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I can download his information as a spreadsheet, create a custom report or a packet.

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I can recent a finish applying or thank you for applying email.

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Selecting Edit Live Application will bring me into the Application Record in Admin mode.

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Again here, this is an opportunity to submit on Tom's behalf.

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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.

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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.

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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.

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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.

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Our last action option here for Tom would be to delete this application.

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This functions in the same way that deleting your applicants from the group actions list would

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removing Tom from your system, including his people record, his applications, and his appointments.

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Now looking into the information here in this side panel, along the top of our screen,

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we're going to see a breakdown of all of Tom's current and previous appointments.

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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.

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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.

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Let's say, for example,

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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.

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If Tom moved and now has a different address, possibly even a different district, this would

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also be something that we can do for him in between his different applications.

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Next time he applies, his application will automatically be updated to reflect any of those

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changes that we've made on his behalf.

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Now one thing that's important to remember about making edits to a person's applicant details

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here on the People tab, is that as you can see on the People tab, the application questions

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are not in application order. So here, if you wanted to see them in application order,

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

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where you can go in and edit their application information, but you'll be doing it in

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application order. But again, this is updating the living record and not the historical

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application. So the historical application will still reflect whatever it reflected at the time

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he clicked submit last.

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Scrolling down to the bottom of our application details. Here we're

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going to find our internal tracking. Here your internal tracking fields will be all of the

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different things that you would like to keep kind of in mind or top of mind as you're working

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through your system. We've added in some examples here, but of course there is no

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

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basic information. You'll have all of these for your implementation. I've got some attachment

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fields as well for oath of office and financial disclosure. Again those will be included in your

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additional things like whether or not this is a nominated person and who they were nominated by.

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And then additionally some training checkboxes for whether or not people have taken certain trainings.

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

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

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applications or appointments tab.

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Here, the comments are internal only, so they're not visible to the general public,

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but they give you the ability, excuse me, they give you the ability to make note

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of anything that might be happening or have happened with a person's record.

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Let's say that Tom here had applied back in 2018,

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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.

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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.

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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.

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I could go back and see those comments and I could also see that that's no longer the case.

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Okay? Any questions here on the People tab?

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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.

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So here, as you can see, I do have two statuses, automatically applied here to the Applications tab.

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And those statuses are submitted and eligible.

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The system here is looking to highlight, for me, those applications that we saw on the dashboard,

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the ones that we've not yet touched since they first came into our system.

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Now, of course.

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

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has started an application in your system. But here your applications tab is going to serve as more

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like a photo album. Where each application is a snapshot or a frozen moment in time. Here on the

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applications tab we expect to see multiple applications for each person if people have applied more

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once, or if they've applied to multiple boards. For each board that a person applies to,

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and each time that they apply, they'll generate a new application record.

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And when we talk about their people records, however, so long as a person is still continuing

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to use the same email address, or they've reached out to you to have their email address updated,

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We'll see that the people record will link all of those applications and appointments together.

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Here, the functionality of the applications tab will start again at the top left corner,

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where we have the ability to use that download button.

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This download button will allow us to download all of the information from the table below.

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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.

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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.

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I once again have the ability to reset my search.

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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.

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

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Here the group actions menu will have a couple of options that we did not have on the People tab.

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Starting first with the ability to change the status of the applications we've selected.

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Here, when I choose to change the status, be available options that I have include B7.

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So we have the ability to mark someone as being submitted, eligible, not eligible, appointed

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for review on agenda and archived.

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We also have the ability to edit our tracking.

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Here, again, this speaks to those internal trackers that we may have in our system.

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We have the ability to download the information for the people selected as a spreadsheet.

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

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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.

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Here as you can see, I can confirm the board that we are appointing them to.

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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.

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I can add in there appointing authority, their term, if this is not a full first term,

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

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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.

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

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Category, this is typically going to refer to the type of seat that it is. Is this a

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council-elected seat? Is this a publicly elected seat? Is this seat a variable seat?

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

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information like that here.

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Now once we have completed all of the necessary...

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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.

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Okay, let's just in a switch to today's because I clicked in.

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Now once I go ahead and click the appoint button, this is going to tell the system to go ahead

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

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

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

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The system will automatically start his appointment at midnight on the day that I've selected.

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So long as there is room for him in the board that he's being appointed to.

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So if currently the board that he's being appointed to has 10 of 10 members,

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And one of those people has already resigned or is no longer in their seat technically.

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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.

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So that that seat will be open and ready for Tom when he's appointed.

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Any questions here on using the appoint to a board feature?

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Now if you have a more complex set of little pieces of information that you require information

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on for your board members. We're going to talk about another place where you can

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

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want to be able to track more or different pieces of information that what you're

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

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Coming back over to the Applications tab, selecting that checkbox there. We'll see

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the last group action option is to send an email and again this speaks to those custom build emails

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in your system.

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Now just like on our people tab we can select someone by name here. So when I select

391
00:47:30,140 --> 00:47:36,400
share by name I can see that over here on the right hand side of my screen I'll again have an

392
00:47:36,400 --> 00:47:43,720
actions menu, though different from the one we saw on the people tab. Here on the applications tab

393
00:47:43,720 --> 00:47:53,120
This actions menu will give me the ability to download shares information or rather her application as a PDF or get the redacted one.

394
00:47:54,140 --> 00:47:59,340
I can also download her information as a spreadsheet, a point share to a board.

395
00:48:00,080 --> 00:48:07,280
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.

396
00:48:08,420 --> 00:48:16,860
Now, as I look at the information present here in my side column, one of the first things

397
00:48:16,860 --> 00:48:20,120
that we probably notice is that there is no edit button.

398
00:48:20,800 --> 00:48:26,680
And what that means is that once an application is in your system, there is no one who can

399
00:48:26,680 --> 00:48:28,720
change the details of that application.

400
00:48:29,040 --> 00:48:30,080
And this is important.

401
00:48:30,840 --> 00:48:37,140
We want to make sure that we maintain the integrity of each application so that your applications

402
00:48:37,140 --> 00:48:45,120
all reflect exactly what they said when a person clicked submit. You can absolutely update their

403
00:48:45,120 --> 00:48:51,180
living record information to reflect a different phone number and things like that or update their

404
00:48:51,180 --> 00:48:58,100
resume if they realize that they submitted the late or submitted the wrong one. But when we're

405
00:48:58,100 --> 00:49:04,000
looking for the original record that they submitted will always find it here on the applications tab.

406
00:50:02,100 --> 00:50:02,660
Okay.

407
00:50:05,220 --> 00:50:21,380
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.

408
00:50:23,810 --> 00:50:38,030
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.

409
00:50:38,830 --> 00:50:50,250
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.

410
00:50:51,660 --> 00:51:03,680
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.

411
00:51:04,860 --> 00:51:21,000
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,

412
00:51:22,100 --> 00:51:26,060
I can also filter people by my internal trackers.

413
00:51:27,000 --> 00:51:33,580
And when I select more on this tab, I'll see both any questions or fields that have been

414
00:51:33,580 --> 00:51:40,840
marked as filters on my appointment card, as well as any of those questions that we have

415
00:51:40,840 --> 00:51:44,200
marked as filters on the application form.

416
00:51:47,300 --> 00:51:53,440
Looking a bit lower, we'll see that by default there is another status applied to this tab.

417
00:51:53,440 --> 00:51:56,260
and that status includes active.

418
00:51:57,260 --> 00:52:04,960
So here, by default, this is always going to show us the current people who are serving terms within our organization.

419
00:52:08,580 --> 00:52:18,060
As I look into this table below, again, I can select any number of checkboxes in order to generate a group actions menu.

420
00:52:21,350 --> 00:52:27,650
Here, those group actions on the Appointments tab will give us the ability to change the Appointments status.

421
00:52:28,350 --> 00:52:47,110
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.

422
00:52:47,110 --> 00:53:04,050
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.

423
00:53:06,780 --> 00:53:11,860
Next, we have the ability to edit our tracking, so our internal trackers.

424
00:53:14,130 --> 00:53:18,570
We can download the information for the people selected as a spreadsheet.

425
00:53:19,710 --> 00:53:22,550
Create a custom report or a packet.

426
00:53:24,070 --> 00:53:26,510
I can send a reapply email here.

427
00:53:26,550 --> 00:53:31,470
This is the first time, but not the last that will see the ability to do that here.

428
00:53:32,010 --> 00:53:42,450
Here this allows you to send your default reapply email manually to anyone that you see fit.

429
00:53:42,450 --> 00:53:53,470
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.

430
00:53:54,190 --> 00:54:04,450
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.

431
00:54:04,450 --> 00:54:09,910
And what I typically advise for that is that you choose a day of the month and then you search

432
00:54:09,910 --> 00:54:16,890
based off of the terms that are ending within whatever your period of time is.

433
00:54:17,390 --> 00:54:24,070
So maybe your terms are ending in the next 30 days, you'll go ahead and filter this list

434
00:54:24,070 --> 00:54:31,150
out and then choose all of their checkboxes and simply click that send reapply e-mail button

435
00:54:31,150 --> 00:54:32,110
easy PC.

436
00:54:33,850 --> 00:54:38,290
Last group action here, of course, is the option to send a custom email.

437
00:54:41,620 --> 00:54:48,420
Selecting a person by name on this tab will once again open up a side panel that was just for them.

438
00:54:49,120 --> 00:54:54,640
Here as we can see, looking at this side panel, I once again have an Actions menu.

439
00:54:54,640 --> 00:54:59,960
This action's menu here on the Appointment tab gives me the ability to download this

440
00:55:00,000 --> 00:55:13,940
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.

441
00:55:14,900 --> 00:55:28,220
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,

442
00:55:28,220 --> 00:55:34,020
which is the one here, but when we're looking at Andy's information from the people tab,

443
00:55:34,220 --> 00:55:39,640
we're able to see his current and his historical appointments.

444
00:55:41,760 --> 00:55:44,160
Looking a bit lower, we'll then see

445
00:55:44,160 --> 00:55:51,980
Andy's applicant details and specifically, we're seeing the application form in application order.

446
00:55:52,660 --> 00:55:56,120
This is more reflective of what we see on the Appointments tab.

447
00:55:57,280 --> 00:56:04,780
Just like on the people tab, however, we can still click the Edit button in order to go ahead and update information for Andy.

448
00:56:05,460 --> 00:56:11,280
Maybe Andy has changed his last name because he just got married and he wants his last name to reflect his partners.

449
00:56:12,160 --> 00:56:19,060
Or as we scroll down, we might need to update phone numbers or addresses, things like that.

450
00:56:22,000 --> 00:56:24,540
coming back over to the Appointments tab.

451
00:56:27,040 --> 00:56:29,400
The next option we have for Andy's actions

452
00:56:29,400 --> 00:56:36,740
would be to edit the applicant's details. Selecting edit applicant's details will once again open

453
00:56:36,740 --> 00:56:41,720
his application form an admin mode where we can submit on his behalf.

454
00:56:43,660 --> 00:56:49,200
And lastly, we can send a reapply email giving Andy an opportunity to

455
00:56:50,860 --> 00:56:56,600
apply to maintain his seat or to serve another term.

456
00:56:59,940 --> 00:57:02,360
Looking down below here, again, we're

457
00:57:02,360 --> 00:57:07,800
seeing the details of the appointment that we've selected here. So this is his second term.

458
00:57:08,960 --> 00:57:15,220
We can see that during this term that we've selected, he is active. We can see the dates of that

459
00:57:15,220 --> 00:57:31,260
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.

460
00:57:32,140 --> 00:57:40,720
So here this meeting body does have an absence policy that only allows people to miss so many unexcused meetings.

461
00:57:43,160 --> 00:57:51,140
Next, we have the applicant details, again, the application information in application order

462
00:57:51,140 --> 00:57:52,640
to be able to be updated.

463
00:57:54,180 --> 00:57:59,440
And then coming down to the bottom, we have our internal trackers and our comments.

464
00:58:02,150 --> 00:58:05,210
Any questions here on the Appointments tab,

465
00:58:19,360 --> 00:58:19,640
okay?

466
00:58:21,840 --> 00:58:26,960
Next we're moving into the Bord's tab, and this is where things will start to look very

467
00:58:26,960 --> 00:58:33,480
different for us. As there's more and different displayed information here on this tab,

468
00:58:33,620 --> 00:58:38,520
in comparison to what we've seen as kind of the formatting on all of our others.

469
00:58:39,760 --> 00:58:45,100
Now, here's starting at the top left. Again, we can see our boards label and that download

470
00:58:45,100 --> 00:58:49,560
button, which will allow us to download a spreadsheet of all of the boards in our system.

471
00:58:51,020 --> 00:58:58,640
Looking a bit lower, we'll see that Add Board button allowing us to create a new board record here in our system.

472
00:59:00,420 --> 00:59:11,520
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.

473
00:59:14,440 --> 00:59:22,980
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.

474
00:59:24,580 --> 00:59:29,000
Here, we're going to see that all of our active boards will appear toward the top,

475
00:59:29,700 --> 00:59:36,720
and all of our inactive boards will appear at the bottom with an inactive or box icon.

476
00:59:38,000 --> 00:59:44,180
Speaking of icons, we have a total of four that can be shown here on any of your board records,

477
00:59:44,920 --> 00:59:50,480
including the first, which is a stack of papers here, that when we hover over it,

478
00:59:50,580 --> 00:59:53,400
it will tell us that this board is not accepting applications.

479
00:59:55,600 --> 00:59:59,920
The next icon is the outline of a person.

480
01:00:00,820 --> 01:00:09,380
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.

481
01:00:11,610 --> 01:00:23,630
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.

482
01:00:26,720 --> 01:00:33,880
Looking into the page here on the right, we'll see that each board will have three sub tabs.

483
01:00:35,180 --> 01:00:45,680
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.

484
01:00:47,280 --> 01:00:50,180
Starting first with the ability to search for members.

485
01:00:51,040 --> 01:00:55,060
We can go ahead and type in a first or last name in order to find someone.

486
01:00:57,120 --> 01:01:00,900
Next, we can choose the view that we use for this information.

487
01:01:02,000 --> 01:01:08,280
Currently, this is your roster column view, where all of the information is in a table broken

488
01:01:08,280 --> 01:01:10,920
down by specific columns that we've chosen.

489
01:01:13,340 --> 01:01:18,780
Next, we have the roster card view, which allows us to see the information for each person

490
01:01:18,780 --> 01:01:22,600
what we would call our roster card format.

491
01:01:26,450 --> 01:01:29,790
Next we have the ability to choose which appointments we're

492
01:01:29,790 --> 01:01:36,070
viewing. Maybe we only want to see people who are active. Or maybe we want to look through lots of

493
01:01:36,070 --> 01:01:41,390
historical records and find all the people who have ever resigned or been terminated.

494
01:01:44,740 --> 01:01:46,020
Next we'll see the

495
01:01:46,020 --> 01:01:53,040
number of members for the board. Currently this board has six of seven members. I can confirm that by

496
01:01:53,040 --> 01:01:58,200
down here below, where I can see that I currently have a vacancy open for this board.

497
01:02:00,310 --> 01:02:06,670
I can also use the Add A Member button in order to add in a new member. This will generate

498
01:02:06,670 --> 01:02:13,690
an appointment card that will be blank where I can now go in and find someone in my system.

499
01:02:17,240 --> 01:02:22,180
Now here, if I start to type in a name, the system is going to look for that person.

500
01:02:22,180 --> 01:02:33,180
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.

501
01:02:34,220 --> 01:02:42,160
In order to add a person quickly, we can do what's called a quick ad by selecting the click here button.

502
01:02:43,440 --> 01:02:55,020
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.

503
01:02:56,060 --> 01:02:58,640
I'll go ahead and add in his email address.

504
01:02:59,240 --> 01:03:03,920
If I know it off of the top of my head, I can add in his district or ward.

505
01:03:04,460 --> 01:03:08,320
And then his phone number, again, if I have it.

506
01:03:08,320 --> 01:03:16,460
Once I click Save, a mostly blank application record and people record will appear in my

507
01:03:16,460 --> 01:03:17,660
system for Paul.

508
01:03:18,400 --> 01:03:22,980
It will then be my responsibility to make sure that I get the remainder of the information

509
01:03:22,980 --> 01:03:25,220
for Paul into my system.

510
01:03:26,340 --> 01:03:32,760
If I'm just looking to add Paul for historical records, and I don't actually have a lot of

511
01:03:32,760 --> 01:03:40,060
pieces of information, that's certainly fine. Just keep in mind that in the future, if you do need to go back and

512
01:03:40,060 --> 01:03:45,220
review these files, review these people records, that they will be largely empty.

513
01:03:47,340 --> 01:03:48,180
And here I'm going to click

514
01:03:48,180 --> 01:03:56,720
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

515
01:03:56,720 --> 01:04:00,800
would now be here, and I'd now be able to complete the appointment card.

516
01:04:02,300 --> 01:04:06,880
First, we see the checkboxes for ex-officio and no recruitment.

517
01:04:07,880 --> 01:04:12,820
I'm going to apologize in advance, because unfortunately, if you hover over these

518
01:04:12,820 --> 01:04:16,560
question marks, they will not give you any sort of help text.

519
01:04:17,140 --> 01:04:21,480
But here, when I look at ex-officio, this is members of a board

520
01:04:21,480 --> 01:04:26,060
who are not counting against the total number of board members.

521
01:04:27,040 --> 01:04:29,740
Now, maybe that's because these are non-voting members,

522
01:04:29,980 --> 01:04:32,360
or maybe they're honorary members,

523
01:04:32,760 --> 01:04:34,700
or maybe they're not really members at all.

524
01:04:34,760 --> 01:04:37,580
We could certainly add our liaisons to a board

525
01:04:37,580 --> 01:04:39,460
and mark them as being ex-efficient.

526
01:04:42,230 --> 01:04:45,230
Next, we have the no recruitment checkbox,

527
01:04:45,770 --> 01:04:49,110
and no recruitment allows us to not show this seat

528
01:04:49,110 --> 01:04:52,090
as an upcoming or current vacancy,

529
01:04:52,090 --> 01:04:58,450
even when Paul's time is coming to an end, or technically his term has ended.

530
01:05:00,000 --> 01:05:11,580
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.

531
01:05:14,800 --> 01:05:16,840
Coming down a bit lower here.

532
01:05:17,320 --> 01:05:32,540
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.

533
01:05:33,960 --> 01:05:42,620
I can choose what his term was or is, apply his start and end dates, and then any additional

534
01:05:42,620 --> 01:05:45,740
pieces of information that I might be tracking.

535
01:05:52,330 --> 01:05:58,310
Now, looking into the table here on the roster tab, we'll notice that for each record,

536
01:05:58,570 --> 01:06:06,070
whether active, vacant, or previous, we will see that we have an actions menu.

537
01:06:07,110 --> 01:06:17,310
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.

538
01:06:18,490 --> 01:06:20,550
We can also mark a seat as vacant.

539
01:06:21,450 --> 01:06:30,450
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.

540
01:06:30,450 --> 01:06:39,530
Okay? If her term is completed, and let's say that today is July 14th of 2026, then that's

541
01:06:39,530 --> 01:06:46,150
a great move. It's very easy. I click Mark is vacant. She gets pulled down here. But if she

542
01:06:46,150 --> 01:06:52,370
is going to be marked as vacant and those end dates don't quite match up, I might instead

543
01:06:52,370 --> 01:06:57,150
want to go ahead and edit her appointment details. We'll see that here in just a moment.

544
01:06:58,430 --> 01:07:03,070
Next, we'll see the ability to delete an appointment permanently.

545
01:07:05,310 --> 01:07:10,690
If we have appointed, let's say four or five people at a time, using the

546
01:07:10,690 --> 01:07:15,510
appointment to a board feature on our applications tab, and then we go back and

547
01:07:15,510 --> 01:07:19,990
realize that we actually appointed six, and there was one extra person who's

548
01:07:19,990 --> 01:07:22,550
checkbox be clicked, and we just didn't catch it.

549
01:07:22,550 --> 01:07:31,630
Not a problem will go ahead and select that delete this appointment permanently option to remove the appointment from our system completely.

550
01:07:34,580 --> 01:07:38,140
Next, we have the ability to edit appointment details.

551
01:07:39,160 --> 01:07:50,020
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.

552
01:07:51,000 --> 01:07:56,180
Let's say that Georgia here reached out and said that she unfortunately is going to have to

553
01:07:56,180 --> 01:07:59,460
resign because some things have come up with her faming.

554
01:08:00,560 --> 01:08:03,700
Here, I'm going to go in and change the status to resigned.

555
01:08:04,400 --> 01:08:09,900
But then next, I might choose to update her end date to reflect today's date.

556
01:08:10,080 --> 01:08:15,880
To make sure that I know that she actually isn't going to continue serving and would not

557
01:08:15,880 --> 01:08:19,240
otherwise you know been serving here until 2026.

558
01:08:21,780 --> 01:08:23,880
You may choose to include some additional

559
01:08:23,880 --> 01:08:32,780
fields on your appointment cards, things like if you do track people's terms based off of

560
01:08:32,780 --> 01:08:39,480
very specific timeframes like let's say no matter what whether someone's available to be placed in a

561
01:08:39,480 --> 01:08:52,840
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?

562
01:08:53,120 --> 01:08:58,920
So each term is two years starting May 1st and ending the last day of April. If that's the case,

563
01:08:59,420 --> 01:09:04,940
then certainly you might want to have an additional field or two here to be able to say exactly

564
01:09:04,940 --> 01:09:09,080
the date that a person had been appointed if that's different from their start date.

565
01:10:01,200 --> 01:10:19,940
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.

566
01:10:20,580 --> 01:10:25,880
Again, if I'm working on the Board's tab, Georgia calls and says, Hey, I got to give

567
01:10:25,880 --> 01:10:27,140
you my new phone number.

568
01:10:27,880 --> 01:10:28,320
No problem.

569
01:10:28,560 --> 01:10:33,620
I'll go ahead and select Edit Her Member Details, come right down here to our profile,

570
01:10:34,020 --> 01:10:35,540
and edit her phone number.

571
01:10:39,620 --> 01:10:45,160
Coming back to the Board's tab, the last action we have, whether this is an active record

572
01:10:45,160 --> 01:10:49,440
or a historical one, is to edit the application details.

573
01:10:49,940 --> 01:10:51,620
You've probably already guessed it.

574
01:10:51,620 --> 01:10:58,360
But this is going to take us into the application form in admin mode where we can submit on someone's behalf.

575
01:11:01,900 --> 01:11:10,360
Now, we do also have an actions menu on our vacancies, and that actions menu will give us the option to fill the vacancy.

576
01:11:11,160 --> 01:11:17,320
So, it's going to give us that blank appointment card where we can tell the system who our new appointee should be.

577
01:11:17,880 --> 01:11:22,440
We can remove vacancy details if we already have some.

578
01:11:22,440 --> 01:11:35,500
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.

579
01:11:36,540 --> 01:11:42,200
So here let's say that James Baldwin was his term was marked as complete.

580
01:11:43,380 --> 01:11:49,160
This term would be marked as term completed and brought down to the bottom part of the list.

581
01:11:49,160 --> 01:11:54,720
And a new vacancy would appear where the position would automatically be marked as member.

582
01:11:55,940 --> 01:12:01,340
The start and end date would be a reflection of the end of his previous term,

583
01:12:01,640 --> 01:12:04,800
so it would start on September 1st of 2026.

584
01:12:05,740 --> 01:12:10,880
And the district would even stay, showing us that this is a person who should be from District 6.

585
01:12:12,160 --> 01:12:14,560
If you do not follow those rules,

586
01:12:14,560 --> 01:12:21,480
if you are not required to turn seats over in that way, then you can certainly use the option

587
01:12:21,480 --> 01:12:30,420
here in the actions menu to remove vacancy details. Selecting remove vacancy details will

588
01:12:30,420 --> 01:12:35,820
clear out any of those details that may have existed from previous people's seats.

589
01:12:38,240 --> 01:12:38,740
The last

590
01:12:38,740 --> 01:12:45,700
option you have is to edit, or I'm sorry, is to add vacancy details or edit vacancy details

591
01:12:45,700 --> 01:12:53,460
if you already have some, selecting to add or edit your vacancy details will allow you to come in

592
01:12:53,460 --> 01:12:59,020
and add those details to your appointment card. Maybe you want to tell people what seat they

593
01:12:59,020 --> 01:13:04,920
should be in, or maybe you have additional fields over here, maybe you have like drop-down options

594
01:13:04,920 --> 01:13:11,620
and things like that. You can come in and add those details so that you know what the expectations,

595
01:13:11,620 --> 01:13:17,840
qualifications and restrictions or requirements would be for whoever wants to be in that next seat.

596
01:13:21,510 --> 01:13:24,450
Any questions here on the roster sub tab.

597
01:13:35,020 --> 01:13:39,160
Coming over into our details tab, this is where we will tell the

598
01:13:39,160 --> 01:13:46,480
system all of the information about the board itself. So here as I look at my details tab,

599
01:13:46,920 --> 01:13:52,900
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

600
01:13:52,900 --> 01:13:57,140
those boards that was highlighted on my dashboard is not having its information.

601
01:13:58,700 --> 01:14:04,760
The first field I have here is email notification which allows me to add in the email address

602
01:14:04,760 --> 01:14:11,720
or addresses of anyone who should be notified anytime there is a new application received

603
01:14:11,720 --> 01:14:13,400
for this board.

604
01:14:14,560 --> 01:14:16,820
Now it's important for me to point out here.

605
01:14:17,220 --> 01:14:21,220
This does not have to be a person who has access to boards and commissions.

606
01:14:21,220 --> 01:14:36,580
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.

607
01:14:38,690 --> 01:14:40,530
Next, we'll see description.

608
01:14:41,570 --> 01:14:49,470
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.

609
01:14:51,780 --> 01:14:57,020
Next, we'll see term limit, term length, and member size.

610
01:14:58,620 --> 01:14:59,980
Now, everything from this...

611
01:15:00,000 --> 01:15:06,160
Builds that we cannot delete, rename, or edit in any way.

612
01:15:07,860 --> 01:15:12,840
As I look below the gray line, everything else is considered custom.

613
01:15:13,600 --> 01:15:20,060
And as you can see, I've included quite a bit of information here in different formats

614
01:15:20,060 --> 01:15:24,580
just to help give you some ideas of the things that you can do in your own system.

615
01:15:25,700 --> 01:15:30,300
Here, as you can see, I've added some short text fields.

616
01:15:30,840 --> 01:15:32,800
I've got a drop-down field.

617
01:15:33,380 --> 01:15:35,340
I've got attachment fields.

618
01:15:35,740 --> 01:15:38,580
I've even included some HTML formatting here.

619
01:15:39,240 --> 01:15:41,300
In order to bold some of the language,

620
01:15:41,520 --> 01:15:45,320
as it will appear on my widget or my constituent facing site.

621
01:15:46,620 --> 01:15:51,420
I can add in as much or as little information as I'd like here.

622
01:15:51,420 --> 01:16:06,460
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.

623
01:16:09,090 --> 01:16:11,970
Any questions here on your board details.

624
01:16:21,250 --> 01:16:27,910
Our next sub-tab will be the attendance sub-tab, but before we talk about the attendance

625
01:16:27,910 --> 01:16:34,490
sub-tab, let's talk about the attendance settings or the little cog right next to the

626
01:16:34,490 --> 01:16:35,650
attendance sub-tab.

627
01:16:36,670 --> 01:16:43,090
Now here's you can see my attendance settings are set to allow for attendance tracking for

628
01:16:43,090 --> 01:16:43,910
this board.

629
01:16:44,750 --> 01:16:49,650
This means that for the boards that you don't need to take attendance for or that you don't

630
01:16:49,650 --> 01:16:54,710
don't take attendance for, you can certainly turn it off instead.

631
01:16:56,610 --> 01:17:02,450
Next, you'll see the meeting liaison field, where here I can add in the email address

632
01:17:02,450 --> 01:17:07,610
or addresses of anyone who might need to take attendance for this board.

633
01:17:08,390 --> 01:17:11,770
Just like when using the email notifications field,

634
01:17:12,290 --> 01:17:17,110
this only speaks to the meetings that happen for this particular board.

635
01:17:17,110 --> 01:17:28,570
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,

636
01:17:29,590 --> 01:17:34,590
they'll be able to open up a link that gives them the ability to take the attendance for the meeting,

637
01:17:35,230 --> 01:17:40,270
but they don't have to actually have access to boards and commissions in order to do so.

638
01:17:40,270 --> 01:17:48,250
It'll simply give them the basic information and tools that they need in order to be able to successfully take attendance,

639
01:17:48,970 --> 01:17:53,790
but it won't give them the ability to then click around and edit anything else within your site.

640
01:17:56,020 --> 01:18:02,420
If for any reason, your liaison or liaison's miss their emails for the attendance settings.

641
01:18:02,980 --> 01:18:08,820
Maybe they forget to take attendance and they remember a few days later, but the link has since expired.

642
01:18:08,820 --> 01:18:18,480
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.

643
01:18:21,200 --> 01:18:23,600
Next, we have un-excused absence limit.

644
01:18:24,260 --> 01:18:34,680
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?

645
01:18:34,680 --> 01:18:44,200
So let's say that people are only allowed to miss three meetings over the course of the calendar year with unexcused absences.

646
01:18:44,560 --> 01:18:48,340
That's the case. I'm going to set my number to three and click save.

647
01:18:49,260 --> 01:18:52,680
Now for you guys today, I'm going to change that to two.

648
01:18:53,060 --> 01:18:56,740
So that we can see the way that this works when we take attendance.

649
01:18:57,740 --> 01:18:59,600
Here I'll go ahead and click save.

650
01:18:59,600 --> 01:19:07,400
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.

651
01:19:09,560 --> 01:19:24,000
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,

652
01:19:24,000 --> 01:19:30,240
Bords and commissions does not pull in the attendants that you may have taken with those tools.

653
01:19:30,780 --> 01:19:42,220
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,

654
01:19:42,320 --> 01:19:45,100
it's not going to pull in those attendance records.

655
01:19:45,620 --> 01:19:50,760
So they do have to be done here manually if you want them to be in your system.

656
01:19:52,010 --> 01:19:59,970
Now, here, when I'm looking at my attendance sub-tab, I will see that by default, I always land in...

657
01:20:00,000 --> 01:20:11,820
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.

658
01:20:12,380 --> 01:20:28,400
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.

659
01:20:28,400 --> 01:20:38,040
You could absolutely do that all the way down through attendance, your board's details, your roster, getting all of those different records in.

660
01:20:40,450 --> 01:20:48,330
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.

661
01:20:49,290 --> 01:20:55,030
As you can see here, this is going to simply name the board and call this a regular meeting.

662
01:20:55,030 --> 01:21:02,970
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.

663
01:21:03,470 --> 01:21:05,830
I can always change this naming convention.

664
01:21:08,060 --> 01:21:11,640
Coming over to the right, I'll see a checkbox here for cancelled.

665
01:21:12,460 --> 01:21:17,760
If I schedule a meeting today and three weeks from now, it ends up getting cancelled due to weather.

666
01:21:18,480 --> 01:21:21,500
I can always go in and select that cancelled checkbox.

667
01:21:22,340 --> 01:21:27,780
Again, this is just going to reflect on my internal records, but it might be helpful to do that.

668
01:21:29,760 --> 01:21:35,700
Next, we'll have location, date, and time, and you'll fill those out accordingly.

669
01:21:37,300 --> 01:21:38,660
Now, here I'm going to click save.

670
01:21:39,380 --> 01:21:42,960
And once I do, I now have the ability to edit the meeting.

671
01:21:43,760 --> 01:21:50,760
Selecting edit meeting brings me back into that pop-up, where I can now mark this as a cancelled meeting or change the location.

672
01:21:51,940 --> 01:21:58,180
And then I can also edit my attendance tracking and this is where I'll actually take attendance.

673
01:22:00,000 --> 01:22:09,320
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.

674
01:22:10,460 --> 01:22:19,020
Now here by default I usually select mark all present in order to kind of blank it everyone as having been there.

675
01:22:19,020 --> 01:22:28,440
But if there was someone who was late or who was a completely absent, I can go ahead and mark them here.

676
01:22:28,600 --> 01:22:33,480
So let's say that Leonardo was actually absent for this meeting.

677
01:22:34,760 --> 01:22:42,380
Now as you can see, when I selected absent, a small yellow triangle appears next to Leonardo's name.

678
01:22:42,380 --> 01:22:48,280
And if I hover over this triangle, it tells me that he is one absence away from this limit.

679
01:22:48,960 --> 01:22:55,480
I told the system that this meeting body only allows for two unexcused absences.

680
01:22:56,380 --> 01:22:59,640
And as you can see, it's holding me to that.

681
01:23:00,500 --> 01:23:04,820
If I mark him as having been excused, that triangle will go away.

682
01:23:04,820 --> 01:23:15,620
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.

683
01:23:17,480 --> 01:23:25,420
If he misses another meeting after this one, and it's an unexcused absence, that triangle will then turn red.

684
01:23:26,220 --> 01:23:32,840
And with that triangle then being red, if I hover over it, it will say he is at his absence limit.

685
01:23:33,500 --> 01:23:40,480
Now, the system is not going to send him an nasty email and say, you better start showing up to meetings, young man.

686
01:23:41,020 --> 01:23:51,760
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.

687
01:23:52,180 --> 01:24:01,400
So you can easily see when a person has missed meetings or has not been present when they were supposed to be.

688
01:24:01,400 --> 01:24:12,280
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.

689
01:24:13,780 --> 01:24:20,800
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.

690
01:24:22,840 --> 01:24:29,900
coming over in the table a bit here. We'll see the ability to leave comments. Maybe he was absent,

691
01:24:30,100 --> 01:24:35,160
but this time he was excused, and I want to just say that he was out for a family emergency.

692
01:25:00,000 --> 01:25:10,560
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.

693
01:25:12,480 --> 01:25:26,120
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.

694
01:25:26,120 --> 01:25:32,860
So, here, back on my attendance tab, I might want to go ahead and schedule out for the rest

695
01:25:32,860 --> 01:25:37,840
of the year, but if I know that there are people whose terms will be expiring before the

696
01:25:37,840 --> 01:25:44,100
end of the year, I might choose to hold off on that and only schedule up until when I know

697
01:25:44,100 --> 01:25:50,840
the last appointment will be or when I know that that first person is going to be moving out

698
01:25:50,840 --> 01:25:56,000
of their seat. And the reason for that is that boards and commissions is pulling in your

699
01:25:56,000 --> 01:26:02,820
meeting body members, based off of when you created the meeting date, not who the active people

700
01:26:02,820 --> 01:26:09,220
are at the time that the meeting happens. So here, when I go to click on edit attendance tracking,

701
01:26:09,720 --> 01:26:17,620
if someone here is not actually a current member anymore, let's say that James here retired or

702
01:26:17,620 --> 01:26:24,500
resigned maybe a month ago, then I'll need to click the delete button in order to remove him from

703
01:26:24,500 --> 01:26:31,980
list. And then once he's been removed, I can go ahead and select the add person button at the top

704
01:26:31,980 --> 01:26:40,340
right in order to find the person in the system who may have replaced him. What this also means though

705
01:26:40,340 --> 01:26:48,600
is that I can find my historical members in this same drop-down. So if I wanted to come in and take

706
01:26:48,600 --> 01:26:56,180
attendance for back in 2020, maybe I'm one of those summer interns, I can come in and I can

707
01:26:56,180 --> 01:27:02,340
clear everyone out and specifically select all of the people who are present for that meeting

708
01:27:02,340 --> 01:27:03,680
back in 2020.

709
01:27:07,190 --> 01:27:11,770
Any questions on taking attendance or using your attendance settings?

710
01:27:23,520 --> 01:27:29,180
All right, now you may have noticed that no matter which of the three sub tabs we are in,

711
01:27:29,180 --> 01:27:34,800
We will have a board actions list here in the top right corner.

712
01:27:36,040 --> 01:27:40,780
Your board actions allow you to download your board details,

713
01:27:42,120 --> 01:27:46,720
or your board roster as a spreadsheet, or get the redacted versions.

714
01:27:47,800 --> 01:27:53,680
They also allow you to download the board, the roster, or the attendance as a spreadsheet.

715
01:27:55,260 --> 01:28:01,060
You can also download or you can also create a subcommittee from your Board Actions list.

716
01:28:01,780 --> 01:28:08,620
Maybe you have the Art and Culture Board, but you want to add a subcommittee for specialized

717
01:28:08,620 --> 01:28:16,700
art or specialized culture additional bits and pieces, maybe a committee or an advisory committee.

718
01:28:16,700 --> 01:28:18,680
You can do that here.

719
01:28:21,300 --> 01:28:24,720
You can create custom reports or a packet.

720
01:28:26,680 --> 01:28:30,080
You can archive a board from your board actions list.

721
01:28:30,960 --> 01:28:33,800
Archive archiving a board will mark it inactive

722
01:28:33,800 --> 01:28:36,580
and drop it down to the bottom of your list,

723
01:28:36,940 --> 01:28:38,720
giving it that box icon.

724
01:28:41,000 --> 01:28:42,640
You can disable applications.

725
01:28:43,400 --> 01:28:45,880
This is especially helpful if there are certain boards

726
01:28:45,880 --> 01:28:49,360
who only receive applications during a certain portion of the year.

727
01:28:50,460 --> 01:29:07,440
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.

728
01:29:09,450 --> 01:29:15,130
All right. Now I know that's a lot of information. Any questions here on the board's tab.

729
01:29:16,550 --> 01:29:19,630
Any of those three sub tabs or any actions.

730
01:29:20,370 --> 01:29:22,670
We guess more in this in story.

731
01:29:24,370 --> 01:29:27,530
So real quick, if we use each to take minutes,

732
01:29:27,630 --> 01:29:32,310
how does it will be attendance flow back and forth?

733
01:29:33,690 --> 01:29:34,230
No.

734
01:29:35,410 --> 01:29:35,610
Okay.

735
01:29:35,830 --> 01:29:38,450
So yeah, there's no integration between

736
01:29:38,450 --> 01:29:43,710
boards and commissions for any agenda management or streaming solution.

737
01:29:44,150 --> 01:29:47,810
So if you would like attendance to be taken here in boards and commissions,

738
01:29:47,810 --> 01:29:49,470
it does need to be done manually.

739
01:29:52,160 --> 01:29:55,300
Okay, but if I take attendance and peak it won't come over here.

740
01:29:56,780 --> 01:29:59,960
No. Okay. Okay. Thank you. Yes.

741
01:30:05,110 --> 01:30:10,850
All right, that we're going to go ahead and get started on the Tools menu in the top right corner.

742
01:30:12,410 --> 01:30:16,090
Now here in the Tools menu, this is where we're going to find a lot of our settings.

743
01:30:16,490 --> 01:30:22,030
This is where we're also going to find a lot of kind of those administrative responsibilities.

744
01:30:22,030 --> 01:30:27,290
And we're going to start here with the general customizer or your general settings.

745
01:30:29,010 --> 01:30:40,270
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.

746
01:30:40,870 --> 01:30:46,070
Now, one thing that I'll point out is that if you are following along in your database right now,

747
01:30:46,370 --> 01:30:51,030
you're probably noticing that there are a lot more options for me on my left hand side

748
01:30:51,030 --> 01:30:53,710
than what you are seeing, and that's normal.

749
01:30:54,290 --> 01:30:56,270
That's just because here on the Granicus side,

750
01:30:56,430 --> 01:30:58,750
there are a few extra boxes to check

751
01:30:58,750 --> 01:31:01,750
a few extra potential integrations to make.

752
01:31:03,410 --> 01:31:06,750
Now, first, here on the top left,

753
01:31:07,170 --> 01:31:08,950
we have jurisdiction name.

754
01:31:09,710 --> 01:31:13,290
Now, if ever you change from the city of to,

755
01:31:13,670 --> 01:31:16,050
let's say, the many splintered city of,

756
01:31:16,530 --> 01:31:19,090
you could come in and change the name here.

757
01:31:19,090 --> 01:31:23,450
This will reflect on your emails, but also on your application form.

758
01:31:25,550 --> 01:31:27,970
Next, we'll see your translation options.

759
01:31:28,550 --> 01:31:32,190
Specifically what this does is if that checkbox is checked,

760
01:31:32,870 --> 01:31:37,730
it will allow you to use the Google Translate widget

761
01:31:39,150 --> 01:31:43,270
on your website, so your iFrame or your widget,

762
01:31:44,050 --> 01:31:46,650
as well as on your application form.

763
01:31:46,650 --> 01:31:52,510
Now, just keep in mind that the Google Translate widget is a third-party item.

764
01:31:53,250 --> 01:32:01,610
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.

765
01:32:03,850 --> 01:32:13,070
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,

766
01:32:13,070 --> 01:32:26,570
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.

767
01:32:28,810 --> 01:32:35,290
Scrolling all the way down to the bottom here on the left, we'll next see the ability to include

768
01:32:35,290 --> 01:32:39,210
inactive and archived boards in document generation.

769
01:32:40,070 --> 01:32:45,230
So if you do have boards that are marked as inactive or archived within your system,

770
01:32:45,710 --> 01:32:50,610
but you'd still like to see them whenever you run reports, you'll want to make sure that this is checked.

771
01:32:53,450 --> 01:32:57,310
Coming up to the top right here, we have first default logo.

772
01:32:57,310 --> 01:33:03,050
Now, I will tell you that default logo is not something that we'll see applied anywhere

773
01:33:03,930 --> 01:33:10,030
just yet. This is still a feature that's in progress here. So if I add in a logo here,

774
01:33:10,070 --> 01:33:15,730
that doesn't necessarily mean it's going to appear anywhere. That said, you can still apply

775
01:33:15,730 --> 01:33:21,770
your logo to your application form, and we'll talk about where to do that here in just a little bit.

776
01:33:23,620 --> 01:33:28,200
Next, we have the ability to automatically expire terms.

777
01:33:29,040 --> 01:33:31,280
Here, when we talk about the use of this feature,

778
01:33:31,980 --> 01:33:33,800
this is when we're telling the system,

779
01:33:34,280 --> 01:33:38,240
once the seat, once the term is technically over,

780
01:33:38,480 --> 01:33:40,200
once that end date has passed,

781
01:33:40,840 --> 01:33:43,980
go ahead and remove the person from that seat

782
01:33:43,980 --> 01:33:46,100
and show a vacancy.

783
01:33:46,940 --> 01:33:50,320
Now, if you have people continue to serve on a board

784
01:33:50,320 --> 01:33:52,840
until they are replaced or re-appointed,

785
01:33:52,840 --> 01:33:58,640
Then you'll want to make sure you leave this unchecked, but if you don't have that situation, if you

786
01:33:59,160 --> 01:34:04,940
If people, you know, their terms expire and then immediately there is a vacancy

787
01:34:04,940 --> 01:34:08,340
Then you'll want to make sure that you have this box checked

788
01:34:10,620 --> 01:34:14,900
Next we have automatic reapply email notifications

789
01:34:15,520 --> 01:34:23,340
This would allow you to send out that 90-day reminder that a person's term is expiring soon

790
01:34:23,340 --> 01:34:27,460
And this will send automatically at 90 days.

791
01:34:28,180 --> 01:34:33,620
Keep in mind this sends at 90 days, not at 87 and not at 102.

792
01:34:34,300 --> 01:34:41,440
So it's important to make sure that when you turn this feature on or if you decide to turn this feature on,

793
01:34:41,620 --> 01:34:47,360
then you remember that anyone who is not at 90 days will not receive notifications.

794
01:34:47,360 --> 01:34:53,480
You know, those people who are at 87 when you turn it on, they won't receive that notification.

795
01:34:57,770 --> 01:34:59,970
Next, we have automatically our...

796
01:35:00,000 --> 01:35:10,180
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.

797
01:35:11,240 --> 01:35:25,520
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.

798
01:35:25,520 --> 01:35:30,240
If that's the case, you'll want to make sure your checkbox is checked and that you've

799
01:35:30,240 --> 01:35:31,700
set it to 24 months.

800
01:35:35,200 --> 01:35:39,220
Next, we have the ability to limit the number of applicant boards.

801
01:35:40,060 --> 01:35:45,580
Here if we want people to only be able to apply for a specific number of boards at a time,

802
01:35:46,180 --> 01:35:51,380
then we will go ahead and select this checkbox and mark that board number.

803
01:35:52,300 --> 01:35:57,520
This will prevent people from being able to apply to every board in your system all at once.

804
01:35:57,520 --> 01:36:10,300
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.

805
01:36:10,460 --> 01:36:19,820
They would have to then exit after submitting and then choose to receive a continuation link and apply again for additional boards.

806
01:36:20,920 --> 01:36:25,700
This of course does not prevent them from being able to reapply in the future.

807
01:36:26,200 --> 01:36:30,260
It's just for how many boards a person can apply to at one time.

808
01:36:34,320 --> 01:36:38,040
Next, we have the ability to title case applicant names.

809
01:36:38,880 --> 01:36:48,820
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.

810
01:36:49,580 --> 01:37:00,800
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.

811
01:37:01,340 --> 01:37:10,800
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.

812
01:37:13,200 --> 01:37:19,220
Lastly, remove unanswered questions from application PDFs.

813
01:37:19,220 --> 01:37:25,120
This is an especially helpful setting if you are a person who is currently needing to

814
01:37:25,120 --> 01:37:32,600
print applications in order for a council to review or for your mayor or whoever to review.

815
01:37:33,400 --> 01:37:39,160
So if you are finding that you are printing a lot of application information, selecting

816
01:37:39,160 --> 01:37:44,880
to remove those unanswered questions. We'll allow you to save some paper and some ink.

817
01:37:47,960 --> 01:37:50,860
Okay, any questions here on your general settings?

818
01:37:51,880 --> 01:37:53,880
Or your general customizer tool?

819
01:38:02,040 --> 01:38:06,140
Okay, coming over into tools, we'll now select the board

820
01:38:06,140 --> 01:38:14,380
customizer. The board customizer is a tool that is broken into four different parts.

821
01:38:14,380 --> 01:38:17,540
Starting first with your Board Custom Details.

822
01:38:18,260 --> 01:38:20,600
Here, under Board Custom Details,

823
01:38:20,880 --> 01:38:24,600
we'll once again find those required fields here at the top.

824
01:38:24,880 --> 01:38:29,780
We will remember that these are the fields that are separated by that gray line

825
01:38:29,780 --> 01:38:32,200
when you're in your Board's Details tab.

826
01:38:33,140 --> 01:38:37,120
But as we look down below, we'll find all of our custom details.

827
01:38:37,760 --> 01:38:42,160
So pieces of information that we have added or updated ourselves.

828
01:38:43,640 --> 01:38:56,600
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.

829
01:38:57,480 --> 01:39:07,540
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.

830
01:39:12,430 --> 01:39:27,150
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.

831
01:39:27,150 --> 01:39:34,810
Maybe you find that some pieces of information, like let's say category, isn't necessary here.

832
01:39:35,610 --> 01:39:38,270
And maybe office isn't necessary either.

833
01:39:39,290 --> 01:39:45,290
Here, I can kind of go in and make those changes or shifts to my roster card as needed.

834
01:39:45,930 --> 01:39:53,590
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.

835
01:39:55,030 --> 01:39:59,970
If ever you've made lots of changes and you're not sure, um, you know.

836
01:40:02,960 --> 01:40:13,960
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.

837
01:40:15,120 --> 01:40:27,540
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.

838
01:40:27,540 --> 01:40:35,060
Actions is listed here, but it is not actually considered a column, as this will only give you your actions menu.

839
01:40:36,940 --> 01:40:47,900
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.

840
01:40:47,900 --> 01:40:59,080
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.

841
01:40:59,800 --> 01:41:06,540
Or, if we simply wanted to move around the order of where everything was, we could do that here as well.

842
01:41:08,680 --> 01:41:32,320
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.

843
01:41:32,320 --> 01:41:37,740
No save button on this page, just once you see that update has been made in the preview,

844
01:41:38,160 --> 01:41:40,440
you'll know that you've officially saved your change.

845
01:41:44,820 --> 01:41:50,640
Alright, next we have the ability to update our appointment custom details.

846
01:41:51,640 --> 01:41:56,440
Now, as you can see, my appointment cards are pretty simple, pretty plain right now,

847
01:41:56,760 --> 01:42:00,340
but maybe I wanted to add some additional pieces of information.

848
01:42:01,020 --> 01:42:05,820
to do that. Again, I'm going to scroll to the very bottom left here and select

849
01:42:05,820 --> 01:42:11,720
add appointment detail. From there, I'll choose what kind of detail I'd like to add.

850
01:42:12,340 --> 01:42:16,920
Maybe I want to add a single select or maybe it should be a short text field,

851
01:42:17,360 --> 01:42:24,780
even a checkbox. Once I've selected what it is that I want to add, I'll then go ahead and

852
01:42:24,780 --> 01:42:26,000
it a name

853
01:42:29,070 --> 01:42:35,790
and then I will choose if this is information that should be displayed to the public website.

854
01:42:36,650 --> 01:42:41,850
So here if I have appointment information that should not be public, I'll leave that unchecked.

855
01:42:43,270 --> 01:42:48,630
Next I'll also choose if this information should be included in my generated packets and reports.

856
01:42:49,850 --> 01:42:54,790
And lastly, I'll choose if I want to use this as a filter on my appointments tab.

857
01:42:55,910 --> 01:43:02,410
With all of the information selected there, I'll go ahead and click Save, and order to add in my new checkbox.

858
01:43:02,930 --> 01:43:07,490
And as you can see, I can see that new checkbox here in the preview of above.

859
01:43:11,080 --> 01:43:15,420
Any questions on the Board Customizer or any of the sections?

860
01:43:31,950 --> 01:43:35,610
All right, next is our internal tracking customizer.

861
01:43:36,870 --> 01:43:42,870
Here, the internal tracking, customizer, is where we'll be able to apply additional pieces

862
01:43:42,870 --> 01:43:46,870
of information that we really just use internally, right?

863
01:43:46,870 --> 01:43:52,470
So this isn't necessarily constituent facing, certainly not applicant facing, but this

864
01:43:52,470 --> 01:43:58,730
is information that might be core to your processes, whether it has to do with review of

865
01:43:58,730 --> 01:44:06,330
people's application forms, or maybe it has to do with additional pieces of information or require

866
01:44:07,110 --> 01:44:12,610
requirements, or requirements, excuse me, for people once they've been appointed.

867
01:44:14,920 --> 01:44:18,840
Now here we're going to see all of those internal trackers that we've been seeing today.

868
01:45:00,000 --> 01:45:09,840
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.

869
01:45:10,840 --> 01:45:24,460
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.

870
01:45:24,460 --> 01:45:30,320
Here, Custom Text is often used to describe the information that will be appearing below

871
01:45:30,320 --> 01:45:30,920
it.

872
01:45:31,200 --> 01:45:37,920
So here, as you can see, I've added Custom Text to be able to add some information about

873
01:45:37,920 --> 01:45:38,440
trainings.

874
01:45:39,420 --> 01:45:44,440
And then I've used Horizontal Lines in order to break up the different sections of my internal

875
01:45:44,440 --> 01:45:45,200
trackers.

876
01:45:45,700 --> 01:45:46,200
We're here.

877
01:45:46,200 --> 01:45:52,240
I have kind of all of my basic typical trackers up above for checkboxes.

878
01:45:52,240 --> 01:45:58,500
I've got some additional information in the middle, and then I've got all of my training down here at the bottom.

879
01:46:01,580 --> 01:46:04,880
Any questions here on the internal tracking customizer?

880
01:46:13,110 --> 01:46:18,070
All right. Now, we are going to see here towards the end of our call today,

881
01:46:18,550 --> 01:46:26,270
that your internal trackers, as well as some of your board details or board appointment card details,

882
01:46:26,270 --> 01:46:32,670
can be used as what we call triggers for emails so we're going to be looking at creating

883
01:46:32,670 --> 01:46:38,590
custom emails towards the end of our call today and we're going to see how we can use

884
01:46:38,590 --> 01:46:46,510
those different pieces of information in order to offset or set off rather an automatic

885
01:46:46,510 --> 01:46:48,210
email from your system.

886
01:46:51,090 --> 01:46:56,410
Now coming back up to the tools menu, our next section is the application form builder.

887
01:46:56,410 --> 01:46:57,430
Now,

888
01:46:59,450 --> 01:47:14,230
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.

889
01:47:14,970 --> 01:47:25,110
Now, what I'm seeing right now is the back end display of my application form, but my constituents would see it like this.

890
01:47:25,750 --> 01:47:36,910
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.

891
01:47:43,120 --> 01:47:54,180
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,

892
01:47:54,180 --> 01:48:02,880
But it's also where you'll go if you're looking to add some additional details surrounding the application process,

893
01:48:03,460 --> 01:48:10,080
or if you just need a link or an embed code for an apply button to go on your site.

894
01:48:11,380 --> 01:48:18,740
Starting first with the section that is for the application form, we will see the application form itself,

895
01:48:18,740 --> 01:48:25,320
where we can go in and select any section to use the Edit button in order to make changes.

896
01:48:26,240 --> 01:48:32,460
Here at the application header level, I can change the language as it appears on my application form,

897
01:48:32,900 --> 01:48:36,620
and even upload or update my existing logo.

898
01:48:40,130 --> 01:48:46,010
Next, I'll scroll through to find the different questions that are already present on the application form.

899
01:48:46,570 --> 01:48:59,170
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.

900
01:49:01,570 --> 01:49:12,030
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.

901
01:49:12,030 --> 01:49:21,830
So, for example, here, if I select home address, you'll notice that I can't change the words home address to residential address.

902
01:49:21,950 --> 01:49:24,730
It does have to stay home address in this case.

903
01:49:27,940 --> 01:49:35,720
When it comes to questions that are not required on the application form, let's say employer or job title.

904
01:49:35,980 --> 01:49:40,240
If I don't need to ask that question, I can simply delete it.

905
01:49:40,240 --> 01:49:51,740
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.

906
01:49:53,420 --> 01:49:59,800
It will also give you the ability to use the move icon in order to reorder the application question.

907
01:50:00,340 --> 01:50:09,920
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.

908
01:50:11,760 --> 01:50:20,080
You can add new sections to the application form, here on the left hand side of your screen by selecting the add section button.

909
01:50:21,400 --> 01:50:30,360
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.

910
01:50:31,680 --> 01:50:46,820
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.

911
01:50:48,860 --> 01:50:55,000
Now, when we talk about the leading questions from the application form, it's important to

912
01:50:55,000 --> 01:51:01,100
remember that certain questions that will be on your application form will speak back to some

913
01:51:01,100 --> 01:51:01,940
of your reports.

914
01:51:02,480 --> 01:51:05,980
So, an example of that would be what districts do you live in?

915
01:51:06,660 --> 01:51:16,080
Here, this district question is going to be pulling in the information from or from our responses

916
01:51:16,080 --> 01:51:24,580
from our applications into our dashboard where we saw that graph about what district our members and applicants were from.

917
01:51:25,320 --> 01:51:33,300
But it will also be pulling in that information potentially on some of our reports that we might run under the documents tab.

918
01:51:34,440 --> 01:51:41,760
Another example of that would be in our demographic section where if we choose to run our demographics report,

919
01:51:41,760 --> 01:51:48,440
But we decide to remove or not use any of these questions that are pre-built for demographics.

920
01:51:49,520 --> 01:51:53,080
Then we might find that that demographics report is quite empty.

921
01:51:53,960 --> 01:51:57,960
As these questions are pulling in directly to that report.

922
01:51:58,900 --> 01:52:02,400
It doesn't mean that you can't still run a demographics report,

923
01:52:02,720 --> 01:52:06,640
but it might then be required that you have a custom report built.

924
01:52:06,640 --> 01:52:15,880
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.

925
01:52:20,000 --> 01:52:29,520
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,

926
01:52:30,020 --> 01:52:36,580
then those historical answers will be lost unless you have the question removed by our support team.

927
01:52:36,580 --> 01:52:43,740
So let's say that for the last three years, I've been asking for people to select their current living arrangement.

928
01:52:44,960 --> 01:52:51,300
And I decide that this year, in 2025, we are no longer asking that question.

929
01:52:52,620 --> 01:53:02,380
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.

930
01:53:02,380 --> 01:53:08,240
That might be okay if you don't plan on asking it anymore because it's unnecessary information.

931
01:53:08,760 --> 01:53:13,660
But if it is information that you'd like to keep, even though you're not asking it moving forward,

932
01:53:14,240 --> 01:53:21,280
I'd suggest that you reach out to our support team so that they can have engineering remove the question from future applications,

933
01:53:21,980 --> 01:53:24,220
but maintain the historical records.

934
01:53:25,120 --> 01:53:30,560
If you forget that I said this, which is totally fine, there's a lot of information in this call.

935
01:53:30,560 --> 01:53:34,120
If you forget that I told you that, that's okay.

936
01:53:34,620 --> 01:53:36,100
You can still reach out to support,

937
01:53:36,560 --> 01:53:39,900
and they can still have engineering recover the lost information.

938
01:53:43,750 --> 01:53:47,290
Any questions on building out your application form,

939
01:53:47,290 --> 01:53:51,050
whether adding questions, editing, moving questions around,

940
01:53:51,590 --> 01:53:52,670
anything like that?

941
01:54:01,510 --> 01:54:04,070
Now, one more thing here I'm going to point out.

942
01:54:04,750 --> 01:54:08,210
When we add questions to the application form,

943
01:54:08,850 --> 01:54:12,490
Let's say that I'm going to add, let's say a single select question.

944
01:54:14,130 --> 01:54:19,890
When I add a question, in addition to giving it a name, if there are answers that

945
01:54:19,890 --> 01:54:25,350
should be generated automatically, I have the ability to go in and add those answers, like

946
01:54:25,350 --> 01:54:31,050
in this single select question, alternatively, of course, if it's just a short text, you

947
01:54:31,050 --> 01:54:36,970
know, short text field, somebody can free text whatever they need to, I'll only need to

948
01:54:36,970 --> 01:54:42,990
give it a label. But once I've done that, I'll then come down to the bottom and choose from

949
01:54:42,990 --> 01:54:50,210
the checkboxes at the bottom here about the additional information for this question. Is this

950
01:54:50,210 --> 01:54:56,370
a required question? Is this a question that might have sensitive information that should be

951
01:54:56,370 --> 01:54:59,890
if I choose to run the redacted report.

952
01:55:00,000 --> 01:55:07,500
This gives me the ability to use this question as a filter on my people, applications, and appointments tab.

953
01:55:08,680 --> 01:55:27,420
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.

954
01:55:27,420 --> 01:55:35,300
excuse me that's the case then we would expect to make sure that we ask that question so that we can confirm

955
01:55:35,300 --> 01:55:37,660
and validate their application.

956
01:55:42,520 --> 01:55:47,520
Okay if you do create questions that are only four certain boards

957
01:55:48,040 --> 01:55:54,640
only when those boards are selected will those questions be pulled into the application form.

958
01:55:54,640 --> 01:56:01,760
That means that this is a dynamic application form, which could, you know, as a basic form

959
01:56:01,760 --> 01:56:08,000
only have 20 or 30 questions, but could expand greatly, depending on which boards a person

960
01:56:08,000 --> 01:56:09,620
is looking to apply to.

961
01:56:13,120 --> 01:56:17,800
Next section here under the application form builder is where thank you page.

962
01:56:18,620 --> 01:56:23,620
And here when we're talking about the thank you page, this is the information that a person

963
01:56:23,620 --> 01:56:27,100
will see when they have submitted their application form.

964
01:56:27,860 --> 01:56:33,100
As you can see here, I've got thank you and a green checkmark, and that is something that

965
01:56:33,100 --> 01:56:34,540
every applicant will see.

966
01:56:35,140 --> 01:56:38,380
But additional information can be added below.

967
01:56:38,700 --> 01:56:44,880
As you can see, I've added some additional language to say that they successfully submitted

968
01:56:44,880 --> 01:56:49,060
their application and when they can expect to be contacted.

969
01:56:49,060 --> 01:56:55,720
In order to edit that information, you'll select the pencil icon here in the top right corner

970
01:56:55,720 --> 01:56:58,640
in order to be able to make those changes there.

971
01:57:03,280 --> 01:57:09,100
The next section of the application form builder is workflow statuses, but I want for you guys

972
01:57:09,100 --> 01:57:16,180
to ignore this section because this section doesn't speak to the application statuses that you have available,

973
01:57:16,800 --> 01:57:22,240
but rather this speaks to some of the back end settings for things that are being seen.

974
01:57:22,240 --> 01:57:25,600
And it also speaks to some things that just no longer exist.

975
01:57:26,140 --> 01:57:29,520
So for example, no application and not submitted,

976
01:57:30,240 --> 01:57:38,220
these are things that would be visible to a designer or a product engineer who's looking at

977
01:57:38,220 --> 01:57:43,780
back end information, but they're not visible anywhere on the front end portion of the site.

978
01:57:46,920 --> 01:57:53,760
Next, we have Publish. Here under Publish, this is where we will find the link

979
01:57:53,760 --> 01:57:57,960
and the ability to share our application form.

980
01:57:59,160 --> 01:58:07,580
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,

981
01:58:08,420 --> 01:58:13,300
I'll go ahead and highlight this link and share to them this exact link.

982
01:58:14,060 --> 01:58:22,540
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.

983
01:58:22,540 --> 01:58:39,240
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.

984
01:58:40,220 --> 01:58:47,360
What this additional information is doing, is it is giving me my own specific copy of this application.

985
01:58:47,360 --> 01:58:53,420
So that as I make changes here, it's going to be able to then start creating my people profile

986
01:58:53,420 --> 01:58:57,240
or it will look for an existing people profile.

987
01:58:57,680 --> 01:59:02,500
If I put in an email address that already matches a record in the system.

988
01:59:04,300 --> 01:59:09,680
So here if we are looking to share the application, we want to make sure we only share it

989
01:59:09,680 --> 01:59:14,400
up to where it says apply from there within your application form builder.

990
01:59:17,470 --> 01:59:22,670
Next, we have the ability to share our application on social media.

991
01:59:24,010 --> 01:59:31,810
Lastly, we have the ability to embed our Apply button anywhere you'd like on your site.

992
01:59:32,850 --> 01:59:39,530
Here, let's say that I want to create a custom Apply button that matches the color scheme of my website.

993
01:59:40,250 --> 01:59:43,330
I'll come in and I'll choose to customize this button.

994
01:59:43,330 --> 01:59:51,950
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.

995
01:59:53,010 --> 01:59:56,910
Maybe instead of apply, my button should say apply to a board.

996
01:59:58,350 --> 01:59:59,930
Next, I'll choose Corners.

997
02:00:00,080 --> 02:00:06,720
Specifically, making this number smaller is going to give me sharper, harder edges on my corners.

998
02:00:07,780 --> 02:00:11,940
And making this a larger number will give me a more rounded button.

999
02:00:15,120 --> 02:00:19,020
Next, I'll choose my font size. Maybe I want it to be a little bit bigger.

1000
02:00:21,480 --> 02:00:25,100
I can choose my buttons background color and font color.

1001
02:00:25,780 --> 02:00:32,120
Here we'll see if we can get it kind of close to the the granicous colors here.

1002
02:00:32,120 --> 02:00:37,200
I feel like that's pretty close to my top header bar there.

1003
02:00:37,680 --> 02:00:44,360
And then for my font color, we'll see if we can maybe do like a light gray or something here.

1004
02:00:47,620 --> 02:00:51,660
Once I have created my button and it looks the way that I want it to look,

1005
02:00:52,240 --> 02:01:00,840
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.

1006
02:01:00,840 --> 02:01:15,320
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.

1007
02:01:16,160 --> 02:01:30,820
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

1008
02:01:30,820 --> 02:01:37,160
a word document, something like that, or even just share it directly to your web, your web

1009
02:01:37,160 --> 02:01:42,620
master, or IT department, or whoever it is that's responsible for managing your website.

1010
02:01:45,980 --> 02:01:51,420
All right, any questions here on the application form builder?

1011
02:02:07,250 --> 02:02:10,190
All right, let's go over to the tools menu here.

1012
02:02:10,630 --> 02:02:13,670
The next section is your web page designer.

1013
02:02:13,670 --> 02:02:19,670
This is where you'll create your iFrame or your widget that will be visible to your constituents.

1014
02:02:21,150 --> 02:02:28,170
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.

1015
02:02:28,750 --> 02:02:34,810
And then here on the right, this will be the menu that will guide us through the creation of a new widget.

1016
02:02:35,790 --> 02:02:40,670
Now here if you have already created a widget, let's say that this is four months down the line.

1017
02:02:40,670 --> 02:02:53,570
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.

1018
02:02:54,490 --> 02:03:06,090
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.

1019
02:03:06,090 --> 02:03:20,550
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.

1020
02:03:20,850 --> 02:03:27,050
This will be especially important if you decide to create an individual widget for each of your boards.

1021
02:03:28,250 --> 02:03:34,570
Now, going back to the Create New button so that I can create a new widget, I'll select

1022
02:03:34,570 --> 02:03:41,230
next here under the Create New menu, and this will allow me now to start to select the

1023
02:03:41,230 --> 02:03:44,130
information that should be present in this widget.

1024
02:03:45,350 --> 02:03:52,250
Now, the very first choice you need to make is whether this should be an all content widget,

1025
02:03:52,910 --> 02:03:55,790
showing all of the different boards that you have in your system.

1026
02:03:55,790 --> 02:04:00,850
or if this should be a single board and detail pane.

1027
02:04:01,470 --> 02:04:04,150
If I choose single board and detail pane,

1028
02:04:04,470 --> 02:04:07,910
then I'm looking to create an individual widget for each board

1029
02:04:07,910 --> 02:04:11,330
or at least an individual widget for certain boards,

1030
02:04:11,630 --> 02:04:15,170
so that it can be displayed maybe on those specific boards pages.

1031
02:04:16,570 --> 02:04:20,110
Now here, most clients choose to create an all content widget

1032
02:04:20,110 --> 02:04:24,090
so that your constituents can easily flip between the different boards

1033
02:05:00,000 --> 02:05:09,940
Do you have any transparency requirements that require you to share people's home address or people's primary phone numbers?

1034
02:05:10,060 --> 02:05:16,580
Things like that. Then you're going to want to make sure that you select whatever one of these fields are required for you.

1035
02:05:17,220 --> 02:05:26,240
However, if you are not under any of those transparency laws, it's important to remember that here this is people's private information.

1036
02:05:26,240 --> 02:05:31,580
So this is their home address. This is their personal email, their personal phone number.

1037
02:05:32,200 --> 02:05:39,380
And so if you don't have a requirement to share that to the public, then generally speaking, you'll leave these unchecked.

1038
02:05:42,290 --> 02:05:49,830
Next we have the vacancies tab, where we can choose if we would like to add a vacancies tab to this widget.

1039
02:05:50,670 --> 02:05:55,710
Here, when I select vacancies, this will then add in that third tab to my widget,

1040
02:05:55,710 --> 02:06:01,650
allowing my constituents to travel between boards, members, and vacancies.

1041
02:06:03,050 --> 02:06:10,450
If I do add a vacancies tab, I'll want to make sure that I confirm how far out those vacancies should display.

1042
02:06:11,170 --> 02:06:21,910
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.

1043
02:06:21,910 --> 02:06:28,950
I can also create a custom range down below, but keep in mind if you do decide to use a custom

1044
02:06:28,950 --> 02:06:35,050
range, then that custom range does not add or it does not update on its own.

1045
02:06:35,530 --> 02:06:42,090
So if I set that custom range to be the next 45 days, I will need to go in and change that

1046
02:06:42,090 --> 02:06:48,070
range from time to time to make sure that I'm consistently seeing new vacancies popping up

1047
02:06:48,070 --> 02:06:49,110
my constituents.

1048
02:06:54,490 --> 02:07:00,330
Next, I have the ability to include a sidebar. Selecting include sidebar is

1049
02:07:00,330 --> 02:07:06,430
going to give me a side panel here, where I can navigate in between each of the boards easily

1050
02:07:06,430 --> 02:07:13,450
with just a simple quick. If I choose not to use the sidebar, I will need to click the boards tab

1051
02:07:13,450 --> 02:07:19,990
again here at the top left, in order to see all of my boards before selecting a board, and then

1052
02:07:19,990 --> 02:07:23,530
selecting boards to move back to my home screen.

1053
02:07:24,850 --> 02:07:28,170
The benefit of using a sidebar is the ease of navigation,

1054
02:07:28,630 --> 02:07:34,110
but there is a drawback which is that if you have other information on your

1055
02:07:34,830 --> 02:07:40,330
website, this can make for your widget being relatively small for those

1056
02:07:41,310 --> 02:07:46,270
users who are using their cell phones and specifically using their cell

1057
02:07:46,270 --> 02:08:01,370
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.

1058
02:08:02,110 --> 02:08:13,710
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.

1059
02:08:17,610 --> 02:08:28,610
The last two sections we have here, the first being the Apply button, by default we will have an apply button built into the

1060
02:08:29,310 --> 02:08:31,590
Excuse me, so the constituent facing widget.

1061
02:08:32,490 --> 02:08:39,850
But of course, if you wanted to create a custom apply button as we saw back on the application form builder

1062
02:08:39,850 --> 02:08:46,650
And simply paste that button in either above or below or even to the side of your widget.

1063
02:08:47,010 --> 02:08:49,850
That's absolutely an option as well.

1064
02:08:50,990 --> 02:08:52,910
Lastly, we have website title.

1065
02:08:53,670 --> 02:08:57,570
Here, we're going to see the website title appearing at the top left corner.

1066
02:08:58,190 --> 02:09:00,670
If I wanted to change this to say,

1067
02:09:00,670 --> 02:09:05,750
let's say I wanted to say lunar lake boards and commissions.

1068
02:09:06,790 --> 02:09:13,090
I'll type into that field and then click away in order to save it, and now on my boards

1069
02:09:13,090 --> 02:09:16,410
tab I'll see my changes visible there.

1070
02:09:19,820 --> 02:09:24,520
Okay, any questions here on choosing the content for your web page designer.

1071
02:09:37,380 --> 02:09:43,760
Okay, next is the color choices, so we're going to go to the next button at the bottom

1072
02:09:43,760 --> 02:09:49,220
right here, and this will bring us in to where we can choose the color scheme for our widget.

1073
02:09:51,100 --> 02:09:56,600
Now here, when we're looking at our color scheme, first we'll have our navigation background color.

1074
02:09:57,100 --> 02:09:59,980
This will be for our inactive tabs here along.

1075
02:10:00,000 --> 02:10:04,680
We'll try and match this slightly lighter gray color.

1076
02:10:05,740 --> 02:10:07,500
Sure, we'll say about that.

1077
02:10:09,530 --> 02:10:14,650
For my accent, background color, I'm going to go with that bright kind of granicus red.

1078
02:10:16,350 --> 02:10:23,090
And then for my accent, foreground color, this only applies if we are using a sidebar.

1079
02:10:23,490 --> 02:10:31,450
And specifically, this will apply to the font color of the board that we've chosen within the sidebar.

1080
02:10:32,130 --> 02:11:01,430
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.

1081
02:11:01,450 --> 02:11:06,560
of the font we've chosen are of the color of the font for the board we've chosen.

1082
02:11:08,210 --> 02:11:15,270
Okay. When we have selected our colors, we'll select the finished button at the bottom right,

1083
02:11:15,690 --> 02:11:22,570
and this will give us now the ability to name our widget and also to get that embed code

1084
02:11:22,570 --> 02:11:29,640
so that we can apply this new widget to our website. Here I'll go ahead and say

1085
02:11:30,520 --> 02:11:42,960
Lunar Lake, April of 25, if I want to include a description I can and then again I just

1086
02:11:42,960 --> 02:11:49,080
want to highlight that full embed code, copy it and hand it off or if I'm the person

1087
02:11:49,080 --> 02:11:53,740
responsible that is what I will use to get this added to my website.

1088
02:11:54,780 --> 02:12:04,060
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.

1089
02:12:04,760 --> 02:12:11,920
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.

1090
02:12:12,820 --> 02:12:18,600
I can rename it or recolor it. So this is a great way to be able to update that information.

1091
02:12:19,380 --> 02:12:25,300
Making updates or changes to your widgets will not require a new embed code.

1092
02:12:25,860 --> 02:12:30,800
Those changes will automatically be reflected on your website as you make them.

1093
02:12:33,180 --> 02:12:35,760
Any questions here on the webpage designer?

1094
02:12:45,310 --> 02:12:49,430
Now you probably won't need your webpage designer for a little while for you guys.

1095
02:12:49,710 --> 02:12:53,190
That's going to be one of your final steps that you'll take before you go live.

1096
02:12:53,190 --> 02:12:55,870
But if you have any questions, when you get there,

1097
02:12:56,010 --> 02:12:58,710
don't forget that you can go back to the recording of this call.

1098
02:13:00,510 --> 02:13:03,370
All right, next we're going to go back into the tools menu.

1099
02:13:03,890 --> 02:13:06,290
We have already seen the packet creator.

1100
02:13:06,530 --> 02:13:09,770
So we are now going to move to email notifications.

1101
02:13:11,870 --> 02:13:13,810
Now here under email notifications,

1102
02:13:14,530 --> 02:13:18,510
we'll first be brought in to our email notifications settings,

1103
02:13:19,070 --> 02:13:22,170
where we can set our default reply to person.

1104
02:13:22,170 --> 02:13:27,950
as well as anyone who should be blind CCD on all outgoing messages.

1105
02:13:29,450 --> 02:13:35,310
Now here, blind CCing someone on outgoing messages is not a requirement.

1106
02:13:36,050 --> 02:13:42,770
And I would actually say that unless you just really, really want to be notified each time an email is sent out,

1107
02:13:43,530 --> 02:13:46,130
you really don't need to use that field at all.

1108
02:13:46,130 --> 02:14:00,270
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.

1109
02:14:01,050 --> 02:14:07,130
Of course this is still an option for you if you prefer to have it that way, but it's certainly not a requirement.

1110
02:14:09,390 --> 02:14:15,350
Now coming to the top left here we'll see sent emails and this is that email log that we talked about.

1111
02:14:15,990 --> 02:14:23,170
Here, we can see that we have a number of emails that have gone out from our system over the years.

1112
02:14:24,510 --> 02:14:29,690
Here, the first one is letting us know that we have terms that are expiring.

1113
02:14:30,750 --> 02:14:37,010
I can see the subject, the name, the recipient, and I can see when it was sent.

1114
02:14:38,050 --> 02:14:45,990
Selecting the View button on this record will allow me to see the exact email and all of the details of that email.

1115
02:14:51,410 --> 02:14:58,250
If I need to search for an email that was sent from my system, I can use the search bar here along this hop.

1116
02:14:58,570 --> 02:14:59,970
This will allow me to search it by...

1117
02:15:00,000 --> 02:15:16,540
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.

1118
02:15:16,720 --> 02:15:23,460
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.

1119
02:15:25,830 --> 02:15:30,670
Now, for your emails that are built into your system, you're going to have two different sections.

1120
02:15:30,670 --> 02:15:37,630
Your default emails will include all of the emails that are previously built and are part of your implementation.

1121
02:15:38,650 --> 02:15:44,130
These emails cannot be deleted but you can edit the language that's there.

1122
02:15:45,330 --> 02:15:51,670
Next, you'll have custom emails. The emails that you create for whatever your internal purposes are.

1123
02:15:53,370 --> 02:15:56,230
Starting with your default emails we have in process.

1124
02:15:56,930 --> 02:16:01,410
Your in-process emails will include the existing email.

1125
02:16:02,210 --> 02:16:07,330
This is what will be sent to a person who starts to fill out an application form

1126
02:16:07,330 --> 02:16:11,410
and enters an application, or I'm sorry, enters an email address

1127
02:16:11,410 --> 02:16:13,770
that is already in the system.

1128
02:16:15,010 --> 02:16:19,210
Let's say that in this case it's James Baldwin from earlier today

1129
02:16:19,910 --> 02:16:25,130
and James puts in his same usual email, he's going to get a pop up on his screen

1130
02:16:25,130 --> 02:16:33,930
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?

1131
02:16:34,750 --> 02:16:38,330
Or would you prefer to start over with a new email address?

1132
02:16:39,850 --> 02:16:49,870
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.

1133
02:16:49,870 --> 02:16:56,530
Well, what it does do is it sends him then a confirmation link via email, and so long

1134
02:16:56,530 --> 02:17:03,310
as he has access to that email, he can then open it up, and then use that link to come back

1135
02:17:03,310 --> 02:17:05,210
into his existing application.

1136
02:17:06,270 --> 02:17:10,970
What that also means then is that he doesn't have to fill out an application from scratch.

1137
02:17:11,410 --> 02:17:16,310
He can actually just change whatever fields might need to be updated, and then simply scroll

1138
02:17:16,310 --> 02:17:17,870
to the bottom and click submit.

1139
02:17:19,890 --> 02:17:23,830
Next, we have our timeout email, pretty straightforward here.

1140
02:17:24,190 --> 02:17:30,430
If somebody has started an application, they don't finish it, and they leave the window open for too long without activity.

1141
02:17:31,130 --> 02:17:33,090
We are going to go ahead and time them out.

1142
02:17:33,510 --> 02:17:41,970
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.

1143
02:17:43,330 --> 02:17:54,110
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.

1144
02:17:55,070 --> 02:18:01,570
Once they click save for later, the application is closed out, and an email is sent with a continuation link.

1145
02:18:03,140 --> 02:18:10,260
Next, we have your three reminder emails that will go out over the course of a little over two weeks

1146
02:18:10,260 --> 02:18:14,980
for anyone who starts an application but does not finish it.

1147
02:18:15,400 --> 02:18:19,940
If they don't finish the application or if they decide that they've changed their mind,

1148
02:18:20,660 --> 02:18:26,040
they always will have a link to be able to delete their application or their data.

1149
02:18:26,040 --> 02:18:39,780
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.

1150
02:18:40,320 --> 02:18:47,720
I can select that delete link to receive my delete that email letting them know that their information has been removed.

1151
02:18:49,830 --> 02:19:02,350
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.

1152
02:19:03,890 --> 02:19:13,070
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.

1153
02:19:13,070 --> 02:19:22,210
Now, this email is regardless of board, unlike the email notifications field that we saw earlier under the board details tabs.

1154
02:20:00,000 --> 02:20:03,360
When there are new applications for those boards.

1155
02:20:05,520 --> 02:20:18,100
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.

1156
02:20:18,740 --> 02:20:31,420
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.

1157
02:20:31,420 --> 02:20:32,900
email coming out.

1158
02:20:36,750 --> 02:20:41,190
Lastly we have our reapply emails. This is again the email that will be sent

1159
02:20:41,190 --> 02:20:48,410
out automatically at 90 days prior to the end of someone's term letting them know that a term

1160
02:20:48,410 --> 02:20:55,210
their term will be expiring. You can of course also send this email manually using the reapply

1161
02:20:56,390 --> 02:21:00,850
email button from the appointments or board tabs.

1162
02:21:03,300 --> 02:21:06,180
Now for custom emails whenever you're working

1163
02:21:06,180 --> 02:21:15,220
create a new custom email. You'll start by using the new custom email button. Here, once I select

1164
02:21:15,220 --> 02:21:22,480
new custom email, I'll then be tasked with adding in my internal name for that email.

1165
02:21:23,440 --> 02:21:30,420
So if this is, let's say, an email for financial disclosure, I might just call it financial disclosure

1166
02:21:30,420 --> 02:21:38,540
required. Here, for my trigger, I can choose any number of triggers, I'm sorry, I can choose

1167
02:21:38,540 --> 02:21:45,800
any trigger from my system in order to allow that to be the thing that prompts this

1168
02:21:45,800 --> 02:21:52,000
email to be sent automatically. Here, you can only choose one trigger and you cannot

1169
02:21:52,000 --> 02:21:58,760
layer a trigger. So you cannot say here, for example, a point someone to a board and then

1170
02:21:58,760 --> 02:22:02,380
specify that that board has to be this one in particular.

1171
02:22:06,140 --> 02:22:08,240
Next, we'll choose the subject.

1172
02:22:09,400 --> 02:22:12,720
We'll choose who our reply to person should be.

1173
02:22:13,160 --> 02:22:17,680
By default, our default reply to person will always be the same

1174
02:22:17,680 --> 02:22:20,860
as whoever we've set our default reply to person for.

1175
02:22:21,840 --> 02:22:23,760
There and our notification settings.

1176
02:22:26,160 --> 02:22:29,260
Next, we'll choose who this email should go to.

1177
02:22:29,260 --> 02:22:35,780
Here, if this is going to a person internally, someone who we've designated for these particular

1178
02:22:35,780 --> 02:22:39,940
emails, we'll go ahead and type in that person's email address.

1179
02:22:40,580 --> 02:22:45,880
If this should go to the person who's people record or application record was affected,

1180
02:22:46,600 --> 02:22:48,500
we'll instead choose person.

1181
02:22:50,540 --> 02:22:55,960
If we'd like to CC or blind CC, anyone on those outgoing messages, we'll go ahead and

1182
02:22:55,960 --> 02:22:58,160
add in their information as well.

1183
02:22:59,080 --> 02:23:07,000
And then we'll go about adding in the body of our email to include all of the language that needs to be present.

1184
02:23:09,200 --> 02:23:12,700
You'll also notice here at the bottom that you can apply in attachment.

1185
02:23:13,520 --> 02:23:19,660
So here if you wanted to create a template that you can easily go back to and send off whenever you need to.

1186
02:23:20,000 --> 02:23:22,000
Let's say that this is for financial disclosure.

1187
02:23:22,760 --> 02:23:26,880
Maybe I have a financial disclosure form that needs to be filled out and returned.

1188
02:23:26,880 --> 02:23:33,020
I'll go ahead and attach it here so that I don't have to attach it manually each time I send this email.

1189
02:23:36,120 --> 02:23:42,220
Any questions on default or custom emails here within the email notifications tool?

1190
02:23:51,840 --> 02:23:53,680
All right, we're almost there guys.

1191
02:23:54,740 --> 02:23:57,300
Next tool here will be user permissions.

1192
02:24:01,080 --> 02:24:09,040
Now here the user permissions tool is where we will find all of the people who have access to media manager.

1193
02:24:09,040 --> 02:24:21,160
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?

1194
02:24:22,000 --> 02:24:27,260
So here, let's say that I want to go ahead and get access to someone here in my system.

1195
02:24:28,700 --> 02:24:35,420
I'll go ahead and select that person and once I've selected that person, I'll then select Edit roll.

1196
02:24:36,280 --> 02:24:44,760
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.

1197
02:24:45,920 --> 02:24:55,660
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.

1198
02:24:56,180 --> 02:24:59,200
They cannot make changes to any existing records.

1199
02:25:00,000 --> 02:25:22,780
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.

1200
02:25:24,280 --> 02:25:38,880
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.

1201
02:25:39,540 --> 02:25:50,420
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.

1202
02:25:52,250 --> 02:25:56,570
Are there any questions here on the roles?

1203
02:26:06,720 --> 02:26:09,240
Now let's say that I want to give this person

1204
02:26:09,240 --> 02:26:11,460
Board-specific permission.

1205
02:26:12,340 --> 02:26:15,960
If that's the case, I have one more step to take with them

1206
02:26:15,960 --> 02:26:18,060
which is to click that Update button

1207
02:26:18,060 --> 02:26:21,700
and then assign them to their specific boards.

1208
02:26:22,580 --> 02:26:26,180
So here, if I only want this person to be able to access

1209
02:26:26,180 --> 02:26:29,860
City Council for example, I'll need to make sure that I select

1210
02:26:29,860 --> 02:26:35,920
city council and then update. Moving forward, they'll only be able to see city council

1211
02:26:35,920 --> 02:26:39,740
when they come into the system. They won't be able to see or edit information

1212
02:26:39,740 --> 02:26:41,260
for any of the other boards.

1213
02:26:45,330 --> 02:26:49,470
All right. Now our very last tool here is the deleted items.

1214
02:26:50,030 --> 02:26:55,130
And this is effectively your recycle bin for your computer, but right here in boards and commissions.

1215
02:26:55,130 --> 02:27:03,790
So here, within your deleted items, you'll be able to find people, appointments, boards,

1216
02:27:04,350 --> 02:27:11,050
appointment custom details, board custom details, and application questions that you have

1217
02:27:11,050 --> 02:27:18,450
historically deleted. For almost all of these sections, restoring the information that was

1218
02:27:18,450 --> 02:27:24,670
deleted is as simple as finding it, selecting it, and clicking restore item.

1219
02:27:25,850 --> 02:27:31,310
But the only exception to that is here within application questions, where you can restore

1220
02:27:31,310 --> 02:27:35,870
the question itself, but you cannot restore the historical data.

1221
02:27:36,890 --> 02:27:42,510
So here, if I wanted to restore a board that I deleted for example, like my committee on

1222
02:27:42,510 --> 02:27:48,370
I could restore my board, no problem, and all of the information would return.

1223
02:27:49,050 --> 02:27:54,530
But if I deleted an application question, I still have to reach out to support to have

1224
02:27:54,530 --> 02:28:00,170
our engineering department restore the historical data from that application question.

1225
02:28:03,520 --> 02:28:07,260
All right guys, that's all the material that I have for you today.

1226
02:28:07,620 --> 02:28:09,700
I know that that was a lot of information.

1227
02:28:10,660 --> 02:28:12,140
How's everybody feeling?

1228
02:28:12,400 --> 02:28:14,040
Do you have any questions for me?

1229
02:28:30,360 --> 02:28:38,540
All right. On your welcome, Dory. Okay, guys. Last thing I want to remind you, this is a recorded call.

1230
02:28:38,760 --> 02:28:44,880
So you'll all have access to the recording of this call in your media manager archives.

1231
02:28:45,480 --> 02:28:51,300
So here, going up to the app, drop down in the top right corner, selecting media manager,

1232
02:28:51,780 --> 02:28:56,840
and then going into your archives folder. You should have a training folder,

1233
02:28:56,840 --> 02:29:01,540
or if you're taking boards and commissions at the same time as you're being implemented for

1234
02:29:01,540 --> 02:29:08,420
peak or legislature, you'll see that folder in here and you'll be able to find that the

1235
02:29:08,420 --> 02:29:15,200
recording for this call in that folder. Okay? If you have any additional questions for me guys,

1236
02:29:15,280 --> 02:29:21,580
don't hesitate to reach out. Again, I know this was a lot of information, but now is the exciting

1237
02:29:21,580 --> 02:29:23,620
part because now you get to get your hands.