Meeting agendas and attendees

To set meeting agendas and votes

1. Find the calendar item for which you want to set the agenda and voting (Meeting agendas and attendees).

2. Select the Daily, Weekly, or Monthly tab.

3. Select the link to the specific calendar item of interest.

4. Select the Agenda & vote tab.

5. If required, add a record to the agenda.

   1. Select Add.

   2. Complete the required fields and others as needed. See Application record fields for field definitions.

   3. Select the record(s) you want to add to the agenda.

   4. Select Submit.

6. If required, remove a record from the agenda.

   1. Select the records you want to remove from the agenda.

   2. Select Remove.

   3. Select a reason and enter optional comments.

   4. Select Submit.

7. If required, vote on an agenda record.

   1. Select the triangle symbol next to an agenda record to display the voting section.

      Note: Only Civic Platform internal users can vote. A responsible internal user can serve as a proxy to vote for external users.

   2. If required, remove an attendee from the voting roster.

      1. Select the attendee you want to remove from the voting roster.

      2. Select Delete voter.

   3. If required, add an attendee to the voting roster.

      1. Select Add voter to display the list of attendees not on the voting roster.

      2. Select the attendee.

      3. Select Select.

   4. Select the vote result from the list.

   5. Select Save.

The records associated with a meeting determine the meeting agenda. You can review the meeting agenda for each scheduled hearing.

To view a meeting agenda

1. View or find the meeting for which you want to view the agenda (Meeting agendas and attendees).

2. Select the link to the meeting.

3. Select the Agenda & vote tab.

To set meeting attendees

1. Find the calendar item for which you want to set the attendees (Meeting agendas and attendees).

2. Select the Daily, Weekly, or Monthly tab.

3. Select the link to the specific calendar item of interest.

4. Select the Attendees tab to display the availability of current attendees.

• If required, add one or more attendees.

  1. Select Add.

  2. Select the users or groups you want to add as attendees.

  3. Select Save.

• If required, remove one or more attendees.

  1. Select the users or groups you want to remove.

  2. Select Remove.

To set meeting attendance

1. Find the calendar item for which you want to set the attendance (Meeting agendas and attendees).

2. Select the Daily, Weekly, or Monthly tab.

3. Select the link to the specific calendar item of interest.

4. Select the Attendance tab.

5. For each attendee, set their attendance from the list menu as Present or Absent.

6. Select Save.

You can attach documents to a meeting, before or after the meeting. You can attach documents directly to the meeting, or you can also attach documents from agenda items (records) specified for the meeting.

To set meeting attachments

1. Find the calendar item for which you want to set the attachments (Meeting agendas and attendees).

2. Select the Daily, Weekly, or Monthly tab.

3. Select the link to the specific meeting of interest.

4. Select the Attachments tab.

5. If required, add one or more attachments to your meeting (see Attachments).

6. If required, add a record attachment.

   1. Select the Record attachments option.

   2. Select the attachment(s) you want to download.

   3. Select Download.

7. Select Submit.

When you send a meeting calendar item, Civic Platform can send an email of changes to designated recipients. The meeting type for the meeting determines when to send a notification, who to send the notification to, and the format to use for the notification.

To send a meeting notification

1. Find the calendar item for which you want to send a notification (Meeting agendas and attendees).

2. Select the Daily, Weekly, or Monthly tab.

3. Select the link to the specific calendar item of interest.

4. Select Send to display the email Notification page.

   Note: If your agency implements Microsoft Outlook integration, Civic Platform also displays meeting notification information for Microsoft Outlook.

   For Microsoft Outlook invites, Accela Civic Platform highlights changes to location, date, time, and internal attendees.

5. Complete the required fields and others as needed.

   Field name	Description
   Outlook Invite for Internal Meeting Attendees
   Template	List of available email templates for internal users, and list of current internal user meeting attendees.
   Outlook Invite for External Meeting Attendees
   External Template	List of available email templates for external users, and list of external user meeting attendees.

   Note: The email notification form lists attendees who received a prior email notification.

6. If required, modify or view the notification template.

   1. Select to view or modify the notification template.

   Note: See the section on Communication Manager in the Accela Civic Platform Release Notes and Addendum for information on creating and modifying notification templates.

   1. Select Save.

      Note: You can view the template if you do not have permission to update the template.

7. If required, add an attachment to the email notice.

   1. Hover over the Attach icon and select the Attach document link.

   1. Select files you want attached to the email notice.

   2. Select Select.

      Note: The file size for all selected attachments must not exceed the maximum size. To change the maximum size, see Communication manager > General settings > Attachments settings > Maximum Size of Total Files.

8. Select Send now.

   Note: Civic Platform sends the notification to selected attendees by standard email, Outlook invite, and Civic Platform alerts.

   If your agency implements Civic Platform integration with Microsoft Outlook, Civic Platform meeting invites also appear as Microsoft Office meeting invites. Microsoft Office does not communicate action on Civic Platform meeting invites, acceptance or rejection for example, back to Civic Platform.