Agenda items

You can create an agenda item on behalf of staff or members, add it to a meeting, and then submit it. When you create a new agenda item on the Agenda items page, it has to be approved by the entire approval group, before it’s included in the meeting agenda. Use the Agenda Builder to add new agenda items directly to a meeting agenda without waiting for approval.

Create agenda item

1. Select +Agenda item on the top right. The Edit agenda item page opens.

2. Enter a title in Agenda Item Title.

3. Refer to Add cover report template below on how to add an agenda item cover report.

4. Add a description in Agenda Item Description.

5. When you select this field, the inline toolbar also displays at the top. Use the inline toolbar to format the text of the description.

6. Insert a proposal for action in Recommended Action. Format text, as needed, using the inline toolbar.

7. To add an attachment, select the attachment icon. You can attach Adobe PDF, Microsoft Word, and Microsoft PowerPoint files.

   Note

   MS Excel documents are not supported as attachments as they do not always print as formatted. Instead, save and attach the Excel document as a PDF to keep the desired format.

8. Your work is saved automatically. The agenda item is now moved to the Draft tab.

9. To submit an item, select Submit Item.

10. Select the options icon on the top right to Duplicate or Delete the agenda item.

Add cover report template

You can add a cover report template and attachments to agenda item.

1. On the Edit agenda item page, select the relevant template on the Cover Report Template dropdown menu, then select Edit In Word. The agenda item page updates with the attached template.

   Note

   Admins can create and manage the templates that are available on the Cover Report Template menu in Settings | Agenda item cover report templates.

2. The relevant template opens in Microsoft Word in a new tab on your browser. You can update the template using the Microsoft Word edit options. When you’re finished, select Back. The agenda item page updates with the attached template.

3. To update a cover report template that has been added, select Edit Cover.

4. The template opens a copy of the template, as a new report cover, in Microsoft Word online. Use the Microsoft Word edit options and update or format the content of the cover report. You can also collaborate online and live with other editors, track changes, or add comments.

5. In the Add Attachments section at the bottom of the page, you can also add supporting documents to the agenda Item. Select the paperclip icon to initiate the upload from your computer. You can also add and edit a description for the attachment by using the inline toolbar in this section.

   Note

   The title of the attachment will match the title of the file that is uploaded.

6. To return to the Edit agenda item page, select Save and Back.

   Note

   On the Agenda, the uploaded attachments display as separate documents from the cover report. The Cover Report is added as an attachment to the agenda item title field, and attachments are added in the agenda item description field.

Edit an agenda cover

1. From the left navigation bar select Agenda Items.

2. Select an agenda item.

3. The Edit agenda item screen opens.

4. Select the Edit in Word button. Edit in Word opens directly.

5. Make your edits. You can’t add attachments while making edits.

6. To see your edits and history, go back to the document and select the cover link.

7. The screen opens. Select the menu from the right side of the page.

Add agenda item to a meeting

You can specify to which meeting you’d like to add the agenda item. You can also select the agenda section and add comments.

1. Go to the Draft tab, then select an agenda item.

2. To add the agenda item to a meeting agenda, choose Select Meeting. The Select meeting dialog appears.

3. Select a meeting group on the Meeting group menu.

4. Select the meeting name on the Meeting menu.

   Note

   You can only add an agenda item to a future meeting, not to a previous meeting.

5. Select a specific section in the meeting agenda on the Section menu to add the agenda item to the section.

6. You can add comments in the Comments field.

7. To save your changes, choose Select Meeting.

   Note

   The agenda remains under the Draft tab until you submit it.

Submit agenda item

After you submit an agenda item, it is sent to the approval group for review. It is also visible on the Agenda Builder. See Organize the agenda to learn more.

1. Go to the Draft tab, and then select an agenda item.

2. To submit an agenda item, open it, and then select Submit Item. The Submit for approval dialog appears.

3. Select the Approval group menu, and then select an approval group from the list that appears.

4. The members of the approval group are displayed.

5. To save your changes, select Submit for Approval. The agenda item is now moved to the Submitted tab.