- Overview
- Details / Sequence of Events
- Notes / Special Situations
Overview
The OpenMeeting platform application downloads and/or updates are available for customers with a valid software license.
The Member App is used by voting and non-voting members to interact with the OpenMeeting Meeting Manager during a live meeting. Members can load and use it on any Android, Apple or Windows device. When a live meeting is ready to conduct and started by the Meeting Manager, the Member App allows each member to log-in and connect to the Meeting Manager and be seen as present and ready for Roll Call. The Member App provides functionality for the Member to view the Agenda, follow the meeting progression, request to speak during item discussions, introduce motions & seconds, and cast votes during roll-call voting.
The Member 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 security regulations or consistency of support.
Details / Sequence of Events
Download the Member App – Via a Link
- IF you are viewing these instructions on the Device you wish to download the Member App to, THEN just click on the the Member App live-link Icon below. When on the download site, select the Member App iCon (like the one below) to start the download and then follow the instructions given.
Download the Member 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 Member 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 Member App for the First Time (or click this link).
Download the Member 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” (bottom of the page) as shown below:
- On the Download Page, select the Member App (below):
- Select which device type of the Member App you wish to download on the download screen below. Then and follow the download instructions you will be provided.
Open & Login to the Member App for the First Time
- Find and Open the Member App iCon / Logo on the device you downloaded it to. The following screen will display:
- Select the Settings wheel on the bottom left of the App screen as shown below.
Sign-In Information Tab
The following Sign-In Information screen will appear with the explanations of these fields explained further below.
Member App – Sign-In Information Setting Fields
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. [JL1] These fields are “case sensitive” so key in the values exactly as you were provided them (if upper & lower case characters were used).
Use a Local OR Remote IP –
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, these 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:
Sign Out User
Selecting this button will sign-you-out of the App, taking you back to the original Sign-In Screen. Here you can either Sign-In again to the meeting in progress OR Exit the App by selecting X in top right of screen.
SELECT “SAVE” when finished making changes – ALL Settings on all tabs will be saved, providing auto-logins for all future meetings.
Display Mode / Audio Tab
Select the Display / Audio Tab on the left and the following screen will appear:
- Again, these settings will likely have been pre-set during implementation & training with the OMT support team and will generally not need changing.
The recommended settings (in most cases) are Full Featured Mode and Sound Effects ON.
Press Save when finished – ALL Settings on both tabs will be saved providing auto-logins to all future Meetings.
Member App – Display Mode / Audio Setting Fields
Use Light Mode
Please read the explanation of Light Mode above. Choosing Full Featured Mode allows the Member to open the Agenda, view it, move to other items and (in newer versions) allows the Member to view documents sent as part of the agenda packet for this meeting. NOTE that the Clerk may wish to have Full Featured Mode OFF for the following reason:
Use Full Featured Mode
Please read the explanation of Light Mode above. If you are using the newer OpenMeeting platform, choosing Full Featured Mode allows the Member to open the Agenda, view it, move to other items and (in newer versions) allows the Member to view documents sent as part of the agenda packet for this meeting. NOTE that the Clerk may wish to have Full Featured Mode OFF for the following reasons:
- Full Featured Mode = OFF – May be selected IF the Clerk and Chair would rather the Members attention be kept on the current agenda item being discussed rather than searching and reviewing other agenda items and documents. In this case you can have this feature OFF.
- Full Featured Mode = ON – Is usually selected if the Clerk and Chair are fine with the Members exploring the Agenda and other documents at will during a meeting. NOTE: If this option is ON and a Member is exploring the Agenda, the system will automatically revert them back to the current Agenda item when the Chair calls for a “vote” on the current item.
Sound Effects
There are only sound effects at present when the Member App connects (or doesn’t connect) properly to the Meeting Manager meeting in-progress. If ON this helps the Meeting Clerk hear if the various members are successfully connecting to the meeting OR if they may need help making a successful connection.
- Sound Effects = OFF – No Chime when the Member App connects (or not) to the Meeting Manager meeting in progress.
- Sound Effects = ON – A pleasant chime is heard when successfully connecting to the Meeting Manager meeting OR a blunt sound is heard if the connection was not successful.
Your Device Info:
At the bottom of the screen, you see “Your Device”. This is simply a verification of the Device you are running the App on. It is not edited and simply used for troubleshooting by OMT Support or your IT Department IF needed.
SELECT “SAVE” when finished making changes – ALL Settings on all tabs will be saved, providing auto-logins for all future meetings.
Advanced Settings Tab
Select the Advanced Settings Tab on the left and the following screen will appear:
Member App – Advanced Settings Fields
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 Setting
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 Internet. This will also be changed (if needed) by your IT Department.
SELECT “SAVE” when finished making changes – ALL Settings on all tabs will be saved, providing auto-logins for all future meetings.
Signing Into a Meeting with the Member App
Once the Clerk has signed into the Meeting Manager and has LOADED a Meeting to Start;
- Members can Open the Member App and press the blue Sign In button as shown on the screen below:
Welcome – Waiting for the Meeting to Start & Roll to be Called
Until the Clerk Initiates Roll Call in the Meeting Manager, Members will see a screen in their Member App, like the one further below, that is:
- Welcoming the Member by Name
- Showing they are connected to the Meeting in progress on the Meeting Manager
- Showing the specific meeting name / date they are now attending, and
- Requesting they please wait for Roll to be called
When the Clerk STARTS the Meeting and requests Roll Call, the Member App will request the Member to mark themselves PRESENT.
Now, you can select the following document Link to proceed to viewing how to use the Member App during a live 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.
