This quick reference guide provides step-by-step instructions for meeting clerks when using LiveManager before and during meetings.
Step 1: Launch LiveManager
Double click the LiveManager icon to launch LiveManager from your desktop.
Click Open LiveManager.
Step 2: Load a Meeting
Click the Load Meeting button. The Load Meeting menu appears.
Select your meeting from the list of available meetings (it becomes highlighted and appears in the Selected event to load field).
Note: If LiveManager is configured to open more than one meeting at a time, hold down Ctrl to select more than one meeting to load.
Click Load.
Step 3: Add Attendees (if necessary)
If you need to add additional attendees, click the Attendees tab, enter the name of a new attendee, and click Add Attendee. Make sure to select the Voting checkbox for the new attendee if they are voting during this meeting.
Step 4: Add speakers before or during the meeting
Select the agenda item to which you want to add a speaker, and click the Speakers tab.
Click Add Speaker.
In the Speaker Name field, enter the name of a new speaker, or select an existing name from the drop-down menu.
In the Speaker Type field, select Public, Staff or Elected Official.
In the Duration field, designate an amount of time for the speaker. Note that you cannot specify an amount of time for the Elected Official speaker type.
If necessary, click Add Additional Speaker to add more than one speaker to an agenda item, and click the appropriate Remove button to delete a speaker.
Click OK when you have finished adding speakers.
Step 5: Add new agenda items before or during the meeting
Note: This is a rare occurrence.
Click Agenda Item at the top of the screen, or right-click an existing agenda item in the left Agenda panel and select Add Agenda Item (this adds a new child item to the selected item). The New Agenda Item tab becomes available in the middle of the screen.
In the Agenda Item Text field, enter the title of the agenda item.
(Optional) In the Department field, enter the name of the department associated with the agenda item.
(Optional) In the Suggested Action field, enter a suggested action for this agenda item, e.g., approve, amend, etc.
Click Save.
If necessary, drag and drop the item to where you want to place it on the agenda.
Notes: You can edit existing agenda items before the meeting. Select the agenda item you want to edit from the left Agenda panel, make the appropriate edits in the Agenda Item Text, Department, and Suggested Action fields, then click Save (or press Ctrl + S).
You can also delete an agenda item: right-click on the selected item, click Delete (or press Ctrl + D), and then click Delete again at the confirmation prompt.
Step 6: Start the meeting
Click the Start button to start the meeting.
Note: During the meeting, use the following buttons as necessary:
Click Pause to pause the meeting (if it goes into recess). You will need to click Start to resume the meeting when it reconvenes.
Click Extend to extend the meeting time by 30 minutes.
Click Stop to finalize meeting details and end the meeting.
Step 7: Take a roll call
Note: You must take Roll Call before you can use the Record Unanimous Yea Vote button.
Click Roll Call (or press Ctrl + R).
Under the New Roll Call tab, select the Present, Absent, or Excused option for each meeting member.
Click Record when you are finished. The Roll Call is timestamped in the Minutes panel on the right side of the screen.
Step 8: Timestamp an agenda item
Select the item from the left Agenda pane, and either double-click the item or click Record in the middle of the screen. The item is timestamped in the Minutes panel.
Step 9: Record notes
Enter notes in the Quick Note field, and click Save to Selected or Record.
Save to Selected: saves a note without a timestamp under any item you’ve selected on the minutes. This is useful for recording notes to items that have already occurred.
Record: assigns a timestamp to the note and it always appears under the active item (which could be a motion, vote, roll call, agenda item, etc). The active item (denoted by red text when it’s not selected) can be different from the one you’ve selected.
Note: Select the Private checkbox if you want to make this a private note rather than a note that is visible to the public.
Step 10: Call a speaker to speak on an agenda item
Click the Speaker tab.
Click Call next to the speaker’s name (before you do this, add the speaker if necessary).
The amount of time in the Speaker Timer field is based on the amount of time you set for the speaker in the Duration field when you added him or her, but you can change the speaker time to 5:00, 3:00, or 2:00, or add additional time to the existing time by clicking +0:30. Note that you can configure these default times in your LiveManager Options.
Click Start when the speaker starts speaking. The speaker timer begins.
Click Stop when the speaker is finished speaking.
Click Clear Speaker.
Step 11: Create a motion for an agenda item and record a vote for the motion
Verify the agenda item is timestamped.
Click Motion (or press Ctrl + M). The New Motion Item fields are displayed.
Select the Mover, Seconder, and Action from the drop-down menus available. You can enter the first few letters of the person’s name or the action to narrow down the list. Once you have one person or action, tab to the next field.
Enter the text of the motion in the Motion Text field.
Click Record to save the motion to the minutes and automatically open the voting screen.
Note: Click Record Unanimous Yea Vote to instantly record both the motion and Yea vote on the Motion panel. You must record a roll call for this button to be active. Any members marked as "Excused" during roll call will be automatically marked as "absent" for the vote, and their vote will not be counted. This is the same behavior as taking a manual (one by one) vote when there are excused members.
On the voting screen, select the appropriate voting result checkbox for each member (e.g., Yea, Nay, Recuse, Abstain, etc.).
Click Record to save the results of the vote. If the vote passed, the Vote Result will appear green. If it failed, it will appear red.
Step 12: Finalize the meeting
Click Stop. The following message is displayed.
Click Finalize. The meeting data will be available in MediaManager after it finishes uploading.
