New Customer Implementation Form | OpenMeeting Support

Welcome to OpenMeeting! We are excited to help you improve your meeting experiences. Please fill out the form as completely as you can. If you don’t know the answer to the non-required form items, don’t worry! Leave it blank and we will call you back and help you through it.

Warning! This is a rather lengthy form with multiple sections to help us better understand your organization and how we can best customize OpenMeeting to fit your needs….so maybe go grab a cup of coffee or something first! Our guess is that it will take you about 15 minutes to fill it out.

1Contact Information

2Implementation Details

3System Setup

4Training

Contact Information

Primary Contact *

First

Last

Title *

Email *

An email will be sent to this address with the results of this form.

Email for person/group that will be associated with your license setup, future updates, etc. *

Some have a generic IT address (i.e. helpdesk@yourcounty.org) that several people monitor. If it's the same as the Primary Contact, please enter "same".

Phone *

Additional Contacts

Please include any additional contacts that we should have on file for customer support. Please provide their name, title, email, and phone number.

Billing Contact

Billing Organization Name *

Billing Contact *

First

Last

Billing Contact Email & Phone *

First

Last

Billing Address *

Address Line 1

Address Line 2

City

State

Zip Code

Save and Resume Later

Implementation Details

This section will help us understand your group, the names of people we will be working with, when and how you meet, and the types of devices that you will be using.

Please list the name(s) of who will be the default user(s) of the Meeting Manager application? *

As a reminder, this person will be using the Meeting Manager application to initiate, manage the progress, and trigger meeting actionable items. It’s not the same as what the Chair or Members use. Please separate names with comma(s).

What is the title of the person that chairs your meetings? *

For example: Chair, Chairperson, Mayor, President, Etc.

What is the name of the person that chairs your meetings? *

What are your meeting members referred to as during meetings?

For example: Commissioners, Supervisors, Councilmember, etc.

How many voting members are in your organization?

When are your meetings usually held? Please be descriptive with day of week, time, frequency. *

Please include the days of the week you normally meet, the general time of your meetings, and the average number of times in a week/month that you meet.

Desired date to first use OpenMeeting with your members? *

How will your members be attending meetings as you start to use OpenMeeting? *

All members will be physically present in the meeting room
All members will be connecting remotely to the meeting
A combination of in-person and remote members
I am not sure

What type(s) of devices will members be using OpenMeeting on to vote, motion, second, etc.?

Tablets - Windows 10
Tablets - Android
Tablets - iOS
Laptop - Windows 10
Laptop - Chromebook
Phones - Android
Phones - iOS

Check all devices that apply.

Will you be implementing our platform with any Audio/Video components?

Yes
No
I don't know

What are the name of the A/V companies you’re working with?

Please include contact info (name, email, phone, etc.).

Save and Resume Later

System Setup

This section will help us gather data and better understand your meeting structure so we can teach you how to customize our applications to fit your needs. (For purposes of this form we will use the terms "Chair" and "Clerk" to describe the people managing your meetings.)

Please list all meeting members who will be using devices to vote, motion, second, etc. *

First and Last Names (Separate with line breaks)

Should the roster of names appear in a certain order on the Public Display (i.e. alphabetical, by district, etc.)? If they should appear in order above, please indicate in the box below.

On the Chair's visual display of board members, do you prefer members to appear by first name, first & last names or last name only?

Do you have photos (head shots) of each member that we can get from you?

These can be used in the Discussion Manager application.

If your product includes our Pro version with integration of cameras and microphones, do you have a seating chart of how the board room is set up? It would show who sits where for purposes of A/V incorporation. Most important is where Chair and Members sit, but we also need to know if staff has assigned seating and where public microphones are.

If yes, we will follow up with you for the seating chart.

What constitutes a quorum for your meetings?

What is your default voting criteria?

Majority Present, Majority of Full Membership, 2/3, etc.? Please be descriptive.

When does the Chairperson vote?

Always
Never
To Break a Tie

Do you allow members to Abstain from voting?

Is the Chairperson allowed to Abstain from voting?

Is the Chairperson allowed to motion and second?

Is there a certain number of Yes votes needed?

For example: 11 votes are required for an item to pass.

Do you want your members to initiate motions and seconds on their devices?

Do you want your members to initiate amendments on their devices?

How would you like voting buttons to be labeled?

Yes, No, Abstain
Yay, Nay, Abstain
Other

What custom labels do you want for your voting buttons?

For example: "Yes = Yay", etc.

How do you prefer voting results be displayed?

Show results for each voter all at once after all votes are cast*
Show results for each voter as they register
Only show anonymous vote results

*This is how most customers prefer to display voting results.

If showing vote results all at once, how do you want the vote tally to be displayed?

Automatically show results after all voters have registered
Wait to show results until initiated by the clerk

Do you wish to limit voting time for all votes by default?

This will enable a timer that requires all votes must be cast before time expires.

How many seconds do you want to limit voting time to?

Example: 120 seconds (2 minutes)

What would you prefer the public speaking timer to be defaulted to?

Example: 180 seconds (3 minutes)
Note: It can be changed during the meeting at any time.

Are there any other unique ways you know that your organization handles agenda items, voting procedures, etc?

Save and Resume Later

Who will we be training on how to use the Meeting Manager application? Please provide names, titles, involvement with meetings.

This is typically 1-3 people who's ongoing responsibility is to know how to run the Meeting Manager.

Who will we be training on how to use the Discussion Manager application? Please provide names, titles, involvement with meetings.

This is typically 1-3 people who's ongoing responsibility is to know how to run the Discussion Manager

What time of day is best for training sessions?

Morning
Early afternoon
Late afternoon
Anytime

Any other comments or questions?

Save and Resume Later

Your form entry has been saved and a unique link has been created which you can access to resume this form.

Enter your email address to receive the link via email. Alternately, you can copy and save the link below.

Please note, this link should not be shared and will expire in 30 days, afterwards your form entry will be deleted.

Copy Link

Email *