Complete the instructions below to add a person to your Legistar database.
Note that you can also edit any of these fields by selecting the name of the person whose record you wish to edit, and then clicking in the field you wish to edit. When you're done editing, click Save.
From the left menu, click People. The Main tab displays in the right window pane of the People section. The tab includes the major details connected to an individual’s record in Legistar.
Click New. The following fields and checkboxes are displayed:
Complete the following fields and checkboxes (fields with asterisks are required):
Item
Description
*Display Name
Enter the person’s name as you want it displayed throughout the Legistar system, then press the Tab key.
Note: The display name should be the person’s full name. Legistar automatically populates the First Name and Last Name fields based on your entry in the Display Name field. If you leave a space between the person’s first name and last name, Legistar populates both fields; if you don’t leave a space, Legistar populates only the First Name field. For example, if you enter Rose Tyler as the Display Name and press Tab, Legistar populates the First Name field with Rose and the Last Name field with Tyler; if you enter RoseTyler, Legistar populates the First Name field with RoseTyler, and leaves the Last Name field blank.
Title
Select the person’s preferred personal title from the list available in this drop-down field, e.g., Mr., Mrs., Dr., etc. If the title does not yet exist in the list, click the plus sign to open the Titles screen and add the title in the Title Name field, then click Save. You can also select the Member Type checkbox to distinguish the Chair, Vice-Chair and council members from members of the public. The new title appears in the drop-down list. Click Go Back to return to the Main tab.
First Name
Legistar automatically populates the First Name and Last Name fields based on your entry in the Display Name field. This will show in InSite. If you change the name in either of these fields, Legistar changes the Display Name field to match your changes.
*Last Name
Legistar automatically populates the First Name and Last Name fields based on your entry in the Display Name field. This will show in InSite. If you change the name in either of these fields, Legistar changes the Display Name field to match your changes.
Organization
Enter the organization (or organizations) to which this person belongs.
Department
Select the Legistar body to which the person belongs from the list available in this drop-down field, e.g., City Council, City Manager’s Office, Clerk’s Office.
Email Preference
A person will only receive this email if they are the current approver of a File and it is in Individual Review Request, Delegated Review Request or Escalated Review Request. A submitter of a file will not get daily summaries unless they are the current approver.
Active
Make sure this checkbox is selected; the checkbox marks this person as a user in the database.
Note: You should deactivate a record that is no longer being used rather than try to delete it, since Legistar may still reference it in other records (e.g., votes, old office held records, etc.), which are kept for archive purposes.
Can Be a Requestor
We recommend you leave this checkbox blank. Selecting the checkbox makes the person available for selection in the Requestor field on the Details tab in the Files module, and typically only groups or organizations appear in that field.
Approver
This checkbox indicates whether or not the person is an approver, and is selected by default.
Alternate Approver
Select the name of an alternate approver from the drop-down list available. This person stands in for the appointee when the appointee is not available.
Notes
Enter any internal notes or additional information about the person. This will show in InSite.
Click Save. The person’s record appears in the list of records displayed in the bottom section of the screen.
The next steps are to add the person’s address and contact details, and photo and signature.
