Meeting Settings – Roster Setup

Overview  

The Roster Setup tab of Meeting Settings is where you document the membership of your group.  This set of options allows you to customize names, login credentials and other member-related information. 

Details / Sequence of Events 

Sign-In the Meeting Manager App. If you need help logging-in OR understanding Groups, Meetings, Configurations; view the following links: 

On the Main Menu, navigate to and select the Meeting Settings option and the Screen below will open to the first tab at the top – Roster Setup

Meeting Configuration Settings – Roster Setup

Roster Setup Options

Each of the Roster Setup options are described below: 

Number of Members 

In most cases, the Number of Members entry is simply the number of voting members of your legislative body.  However, in situations where you want to accommodate non-voters who might want to use our RTS (request to speak) features or where you are controlling devices such as microphones and cameras with the Discussion Manager, the number of members to enter is the sum of: 

  • The voting members of the group. 
  • Any non-voters who wish to use the formal RTS features of the system via the Member App. 
  • The number of staff personnel whose microphones are to be controlled via the Discussion Manager. 
  • The number of AV login seats needed to accommodate media/broadcast production personnel who are prepping cameras for activation. 

Quorum 

The Quorum field holds the number of present voting members are needed for the group to conduct business.  If fewer members than this number are present, the Meeting Manager will not allow the group to vote on any agenda items. 

Update (button)   

The Update button is used to update the number of entry rows available for editing to match the Number of Members value. Always press this button after changing Number of Members entry. If you are reducing the number of members below the number of entry rows currently displayed for editing, the system will remove rows from the bottom of the table that are beyond the Number of Members. 

First Name and Last Name 

The First Name and Last Name of each member may be entered in all caps or in upper/lower case. Filling in both fields is optional, so if you only want to display last names on the Public Display, for example, you should leave the First Name field blank. 

Login ID 

Members’ Login IDs (User Name) should contain no spaces and are case-sensitive. Login IDs are entered on behalf of each member who uses the Member App and/or the Discussion Manager to connect to meetings. It must be unique for each member and could be their full name OR could be abbreviated like first initial and last name. 

NOTE regarding special characters –

  • Due to the use of special characters in code, hyperlinks and for other internal, technical and security purposes, we restrict the use of many of them in User Names and Passwords. Please visit the following document link to view those special characters that are ALLOWED and NOT ALLOWED in the Login ID field.
  • Using Special Characters in LogIn ID, UserNames and Passwords

Password 

Each Member’s Password should contain no spaces and are case-sensitive. Passwords are entered on behalf of each member who uses the Member App and/or the Discussion Manager to connect to meetings. We recommend that it is secure and unique for each member and not the same as their Login ID. 

NOTE regarding special characters –

  • Due to the use of special characters in code, hyperlinks and for other internal, technical and security purposes, we restrict the use of many of them in User Names and Passwords. Please visit the following document link to view those special characters that are ALLOWED and NOT ALLOWED in the Login ID field.
  • Using Special Characters in LogIn ID, UserNames and Passwords

Type 

The members listed in Roster Setup can be assigned any of the following types: 

  • Voter:  Voters have voting rights, and voting buttons will appear on their Member App screens during voting sequences.  Their names will appear on the Public Display. 
  • RTS Only: RTS Only members have no voting rights, but they are able to use the RTS features of the system.  Their names also appear on the Public Display. 
  • Staff/Location: Staff/Location members have no voting rights nor are they able to use RTS features.  Their names are not shown on the Public Display, but they are shown on the Discussion Manager display so that their devices (a microphone and sometimes also a camera) can be activated when they are recognized by the chair.  Entering members as Staff/Location members is only needed by OpenMeeting ProAV subscribers. 
  • AV: AV members are listed in order to accommodate media/broadcast production personnel who may need to log into the system in order to obtain the Public Display feed or to see the Discussion Manager display in order to get cameras ready for activation.  AV members, like Staff/Location members, are not shown on the Public Display. 

Chair (radio button)  

Click the radio button on the chair’s row to identify the chair to the system. Only one member may be selected as chair at any given time, though this setting can be changed mid-meeting if, for example, the chair needs to be recused temporarily.  

Image Thumbnail      

Use the Browse button to navigate to and select an image file to be associated with each member in the Discussion Manager. Custom images aren’t required but if you don’t customize images, they can be added at a later time.  In the meantime, default images will be used. 

Notes / Special Situations  

If you are having issues that are not successfully addressed above, or you are not successful signing into Meeting Manager, please call OpenMeeting Customer Support at 320.249.0555.  

Adjust the display ORDER of your Members  

The order or sequence you have Members listed on this Roster Set-up screen will be the order they will appear on the Meeting Manager (which the clerk views during meetings) AND the Public Display (which the public views).    

You can easily re-arrange this order by using the UP-DOWN icons shown to the left of each member as seen on the following display.  

Simply click and hold or touch the up-down icon on any one Member and move or slide it UP or DOWN in the listing to where you would like it. Do this with each member until the order is the way you wish to see it on both the Meeting Manager and the Public Display.  

NOTE: This order is independent of the order the Discussion Manager (Chair) may view the seating order of the Members. The Discussion Manager view and order may be independently set from the order you have on the Meeting Manager and Public Display. You can read more about this via the document link Discussion Manager Settings – Layout. 

Restrictions using Special Characters in Login ID, Usernames & Password Fields

  • Due to the use of special characters in code, hyperlinks and for other internal, technical and security purposes, we restrict the use of many of them in User Names and Passwords. Please visit the following document link to view those special characters that are ALLOWED and NOT ALLOWED in the Login ID field.
  • Using Special Characters in LogIn ID, UserNames and Passwords