- Overview
- Details / Sequence of Events
- Notes / Special Situations
Overview
The OpenMeeting platform application downloads and/or updates are available for customers with a valid OMT Meeting Manager software license.
The Discussion Manager App is used by the Chair or other designated member to help keep meeting discussions orderly and effective. To see more about the basics or introduction to the Discussion Manager, please see the following document link.
The Discussion Manager App works on any size Apple iPad & iPhone, Android tablets and phones and/or Windows PCs & tablets (using Windows 10 or later). Your members may choose the device type they wish to use since the App functions identically on each type device. However, some customers may choose to have all members use the same make/model device based on internal IT regulations or consistency of support.
Details / Sequence of Events
Download the Discussion Manager App – Via a Link
IF you are viewing these instructions on the Device you wish to download the Discussion Manager App to, THEN just click on the Discussion Manager App live-link Icon below. When on the download site, be sure you see the Discussion Manager iCon (like the one below), select the proper hardware device you are downloading to (Apple, Android or Windows), then follow the instructions given to download.
Download the Discussion Manager App – Via the App Store
IF you are not presently viewing these instructions on the device you wish to download the Member App to, THEN get that device and open the appropriate App Store on the device and search for “OpenMeeting Discussion Manager App”. Select the App that displays the Icon / Logo as shown above. Follow the instructions to download to your device. Once loaded, find the App on your device by looking for the Icon / Logo shown above, then Open it and proceed to the section of this document below named Open & Login to the Discussion Manager App for the First Time (or click this link).
Download the Discussion Manager App – Via the OpenMeeting Website
Another method of downloading the App for any one of the device types is to visit the OMT Website while on the device you wish to download the App onto. On the device, use the Web Browser and go to the OpenMeeting Website by going to or clicking on this link: OpenMeetingTech.com. Then, when on the OMT Home Page, follow these instructions:
- Select Support at the top of the OMT Website Home Page as shown below:
- Select “Application Downloads” OR OMT Platform Downloads at the bottom of the Platform Support Page as shown below:
- On the Download Page, select the Discussion Manager App (below):
- Select which device type of the Discussion Manager App you wish to download as shown on the screen below. Then follow the download instructions you will be provided.
Open & Login to the Discussion Manager App for the First Time
- Find and Open the Discussion Manager App iCon on the device you downloaded it to. The following screen will display:
- Select Settings – the hamburger menu on the top left of the App screen as shown below.
The following Sign-In Information screen will appear with the explanations of these fields explained further below.
Discussion Manager – Sign-In Information Tab
NOTE: The IP Addresses, Usernames and Passwords will have been established during training by the OMT Implementation & Training Team, so each of the Members should already have been assigned this information for the Member App on their respective devices. These fields are “case sensitive” so key in the values exactly as you were provided them (if upper & lower case characters were used).
Local OR Remote IP and Host Addresses
These are technical settings that will have been established between OMT Support and your IT Support Team during implementation. Please check with your IT Team if there are questions about these IP settings OR call OMT for further direction. These seldom change unless your IT Department makes changes and should let you know. Generally, the addresses are set and saved once at initial installation, and you won’t need to make changes here for each of your meetings.
Username
This is User Name for the Member using this device which is often setup and assigned by the Clerk during OMT initial implementation training. The Member must key in the assigned User Name that is setup by the Clerk in the Meeting Manager Roster Setup. Once the Username is keyed and saved here, you won’t need to make changes here for each of your meetings. Details about finding and changing the User Name and the use of Special Characters (within the Meeting Manager) can be reviewed by choosing the following document links:
Password
The Password for the Member using this device which is often setup and assigned by the Clerk during OMT initial implementation training. The Member must key in the assigned User Name that is setup by the Clerk in the Meeting Manager Roster Setup. Once the Password is keyed and saved here, you won’t need to make changes here for each of your meetings. Details about finding and changing the Password and the use of Special Characters (within the Meeting Manager) can be reviewed by choosing the following document links:
The User Name and Password fields are “case sensitive” so key in the values exactly as you were provided them (if upper & lower case characters were used).
NOTE: The IP Addresses, Usernames and Passwords will have been established during training by the OMT Implementation & Training Team, so each of the Members should already have been assigned this information for the Member App on their respective devices.
Select “Save” when finished making changes – ALL Settings on all tabs will be saved providing auto-logins to all future Meetings.
Advanced Settings Tab
Select the Advanced Settings Tab on the left and the following screen will appear:
Note: These are all IT Network Settings, set one-time by your IT Department where customization may be needed. The User should not change these settings ever, unless instructed to do so by IT or OMT support staff.
Port Settings
An IT Network setting established IF the IT department wishes to use another Network communication port other than the default (port 8000).
Connection Timeout Setting
This setting establishes a time limit for the Member App to recognize and properly connect to the Meeting that is opened by the Meeting Manager, on the Network you are connected to. Ten (10) seconds is the default and normally more than enough time. In certain cases, your IT Team may choose to set this to a higher value if they have a weaker than normal WiFi signal (for example). Usually, this is fully tested during initial installation & training and will need no additional adjustment. If all things are working properly, you will connect & enter the current meeting within a few seconds.
IF the connection is unsuccessful for any reason, you will receive a “connection error”. Please see the following document link for more information on troubleshooting connection errors:
Internet Requirement Setting
Depending upon how security protocols and network application set-up is established by your IT Department, you may run with or without direct connection to the Public Internet. If not using the public Internet, your IT Department may has configured an internal Private IntraNet. These settings will be dictated by your IT Department.
- Select “Save” when finished making changes – ALL Settings on all tabs will be saved providing auto-logins to all future Meetings.
Signing Into a Meeting with the Discussion Manager App
Once the Clerk has signed into the Meeting Manager and Loaded a Meeting to Start;
- The Chair or designated Member can Open the Discussion Manager App on their device and press the blue Sign In button as shown on the screen below:
Waiting for the Meeting to Start & Roll to be Called
Until the Clerk Initiates Roll Call in the Meeting Manager, the Chair and any other Discussion Manager Users will see their screens showing the Member icons or pictures like the sample below:
- On the top left of the screen, it shows the action or agenda item that is currently up / ready to proceed with – in this case Roll Call.
- On the bottom left of the screen, it shows the next agenda item in-line to discuss – in this case the Pledge of Allegiance.
- The Member pictures / icons are blacked out, since Roll has not yet been called and the Members are not signed into the meeting.
When the Meeting Starts and Roll is Called
Upon the Chairs request, the Clerk will START the meeting on the Meeting Manager and select ROLLCALL. The Discussion Manager App will request the Chair and any other Discussion Mgr users to mark themselves PRESENT as shown on the following screen:
After making yourself present on the Discussion Manager and other Members make themselves present on their Member Apps, the Discussion Manager will look like the sample below:
- You see all members present (in color) while one member is absent.
- You are currently in Discussion mode during the Pledge of Allegiance
- The next agenda item is Approval of Agenda
Now you can Select the following document Link to proceed to viewing how to use the various functions of the Discussion Manager App during a meeting:
Notes / Special Situations
If you are having issues that are not successfully addressed above, or you are not successful signing into the Meeting Manager, please call OpenMeeting Customer Support at 320.249.0555.
Also refer to the following document links for more information on Operating and/or Troubleshooting the Member App.
