Live meeting manager

Okay, so you've got your agenda ready, and it's now time for the meeting. We're going to talk about how to do a live meeting in ClerkDirect. When you are ready to start your meeting, go up to this button here where it says Start Meeting, and you have a couple of options. We're going to be talking about In-Room Meeting in this video. That is where you are driving on your computer during the meeting, you're in ClerkDirect, and you have your system's audio and microphone plugged into your computer so you can record the meeting through your computer.

If you click In-Room Meeting, this jumps you to a live meeting view here. Just to break this down, you can see that we have the agenda items on the left-hand side. You can click into these and see any relevant files or motions attached to those agenda items. Clicking a file opens it in a top-level document tab alongside the Live meeting tab. Use Pin to presenter when you want that file to appear beside the agenda item in Presenter Mode. The Presenting bar below the meeting tabs lets you turn pages, zoom, and scroll the pinned document on the room display. It remains available when you switch back to the Live meeting tab to manage the agenda or take notes. Choose Unpin on the document tab when you're finished showing it. The right-hand pane in the Live meeting tab is for Notes and Transcript.

The workflow for the clerk who is driving is that, as this discussion happens, you're just going to click Next Item, and you will progress through each of these agenda items as they are discussed.

Now, when it comes to motions and voting, here we have the motion that we added in a previous video under this agenda item, Resolution 2986. If I click this, we pop up the same familiar modal for the motion. And now we actually will want to record movers, seconders, and votes for this motion. Each row in this UI is a participant in the meeting—a voting member—so this would be a board member. Or, when you add a guest to a meeting, you have the option to make them a voting member of the meeting.

Each of these rows is a voting member of the meeting, and you can click these buttons to record the mover and seconder. You can also record how everybody voted. This grid of buttons is designed to be very quick to press in the context of your meeting, so you can quickly record movers, seconders, and votes. Once that's done, you can click Update here, and that will be recorded in this motion. If you want to change it, you can go back and change anything you need to change. That is the workflow for recording votes when you're in a meeting.

We also have Presenter Mode. You probably are not going to want to show this control screen to everybody in the meeting. Again, you're the one driving on the computer during the meeting. We have what's called Presenter Mode up here at the top. If you click this, it will open up. I'll open this in a new tab here and make it a little bit smaller so you can see. This is what you'll want to present publicly in the actual meeting—in this case, the city council meeting. It has the results of the votes, the motions, the name of the agenda item, and any supporting document you explicitly pinned from the live meeting workspace.

If the room display is connected by HDMI, set the computer's display mode to Extend rather than Duplicate or Mirror. Move Presenter Mode into its own browser window on the room display, then use its Full screen button. Keep the private live meeting workspace on the laptop display. If you are presenting through Zoom or another meeting service instead, share only the Presenter Mode tab or window.

For a two-computer setup, use the boardroom computer as the room station. Sign in with its own ClerkDirect meeting-manager account, start the live meeting and recording there, and put Presenter Mode full-screen on the HDMI display. The clerk can sign in on her own laptop with her own meeting-manager account and co-manage agenda items, notes, recommendations, motions, votes, and presenter documents. When a document is pinned, the Presenting bar below the meeting tabs lets the clerk turn pages, zoom, and scroll the room display from that second laptop. The room station remains responsible for microphone controls, switching between public and private sessions, and ending the meeting so the browser recording is finalized on the computer where it started. Use Move room controls here only when intentionally moving those room controls to a different computer; an active browser recording cannot move between computers.

When it comes to recording the meeting, you'll want to do this at the very beginning. If you go up here, you can click Record Meeting, and this will use a microphone input, which you can select here. Right now, it's using my MacBook's microphone. But if you have an AV system plugged into your computer, ClerkDirect will be able to detect that input, and you'll be able to select it in this dropdown here. When you're ready, you can click the Record button. That is how you can record your meetings when you do them live.

Once you've recorded and done everything, when the meeting is ready to end, you can click End Meeting here. ClerkDirect asks you to confirm so the meeting is not ended accidentally. After you confirm, it automatically generates minutes for every session using the minutes template selected in Settings, including that template's custom generation instructions.

I will confirm the end of this meeting now. ClerkDirect will use the recordings and live meeting information already associated with each session, then open the Minutes workspace while generation continues in the background. In the next video, I'll show you how to review and edit those generated minutes.