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. From the left navigation menu, select Agenda items.

2. Select +Agenda item on the top right.

   The Edit agenda item page opens. Your work is saved automatically.

3. In the Agenda Item Title field, enter a title.

4. In the Agenda Item Description field, enter a description. Use the inline toolbar to format the text.

5. In the Recommended Action field, enter a proposed action for the item. You can use the toolbar at the top to format the text.

6. To add an attachment in one of the fields, select the Attach file icon from the toolbar. 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.

7. Add the agenda item to a meeting. For more information, go to Add agenda item to a meeting.

   The agenda item is moved to the Draft tab.

8. To submit an item, select Submit Item.

   Note

   You cannot submit an item if it hasn't been added to a meeting.

9. To delete the item, select the More options icon and select Delete.

10. To duplicate the item, select the More options icon and select Duplicate.

Add cover report template

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

1. On the Edit agenda item page, from the Cover Report Template dropdown menu, select the relevant template. 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. Select Edit.

3. To update the template, use the edit options. When you’re finished, select Back.

   The agenda item page updates with the attached template.

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

   The template opens a copy of the template, as a new report cover, in Microsoft Word online or the alternative editor.

5. To update or format the content of the cover report, use the Microsoft Word or the alternative editor edit options. You can also collaborate online and live with other editors, track changes, or add comments.

6. 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.

7. 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.

   The Edit agenda item window opens.

3. Select Edit.

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

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

   The screen opens.

6. 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, select Select Meeting.

   The Select meeting window opens.

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. Optional: In the Comments field, you can enter additional comments.

7. To save your changes, select 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 select Submit Item.

   The Submit for approval window appears.

3. From the Approval group dropdown menu, select an approval group.

   The members of the approval group are displayed.

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.