Building Agendas

Sections And Items

Agendas use a two-level structure. Sections are numbered (1, 2, 3) and items inside them are lettered (A, B, C).

1. Open the meeting and go to the Agenda tab.
2. Add a section and give it a title, for example "Call To Order" or "New Business".
3. Inside the section, choose Add Agenda Item.
4. Give the item a subject, choose its type, and fill in the description.

New items are always appended to the end of the section, so adding an item never disturbs the order of what is already there.

To remove an attachment from a section or item, select the trash icon next to the file and confirm. The file is removed for everyone, including the public meeting page.

To change who can see an attachment or meeting document, select its Public or Board Only label (or the eye icon on Meeting Documents). A confirmation window opens: choose the new visibility from the dropdown, review the warning along with your name and the current date and time, then select Accept Change. The change takes effect immediately on the public meeting page and in public search — no need to delete and re-upload. Every change is recorded under Administration, Security & Audit, in Document Visibility Changes.

To change the order of attachments, drag the grip handle to the left of a file. On a keyboard, focus the handle, press Space, use the arrow keys, then press Space again. The order you choose is used everywhere, including the public meeting page and printed agendas.

Item Types

Each item carries a type that tells the board what kind of business it is:

• Information — presented for awareness, no action expected.
• Discussion — the board talks it through, no formal action.
• Procedural — routine business such as approving the agenda.
• Action — the board is expected to act.
• Action - Vote — a formal vote is expected.
• Action - Consent — part of a consent agenda approved as a group.

Choose Action - Vote or Action - Consent when formal board action is expected. The selected type automatically enables voting for that item — there is no separate vote switch.

Responsible Person

Each item can name who is bringing it forward. Use the picker to select from your directory or type a name manually.

• Choose from board members, staff, or anyone flagged as available for selection in the directory.
• Type a free-form name for guests and outside presenters.
• If your organization enables presenter titles, the person's title is appended automatically, for example "Ryan Brenneman, President".

The word "presenter" appears only in the item editor. Printed agendas and the public portal simply show the name.

Internal Notes And Attachments

Internal notes are visible only to signed-in people with access to that board. They never appear on the public portal, in printed public agendas, or in downloads made by the public. Use them for background, talking points, or sensitive context.

Attachments can be added to any item and are listed right under the item title, above the description, so they are never buried under long text. Files inherit the visibility of the meeting and item: anything not marked public is served only to authorized users through short-lived secure links, and every download is logged.

Formatting Text

Description and Internal Notes have a small toolbar with Bold, Italic, Underline, and Bullets. Select text and click a button; click again to remove it. Formatting shows as you type, with no extra marks.

• Keyboard shortcuts: Ctrl/Cmd + B, I, or U.
• Bullets turns each selected line into a bullet; click again to return to plain lines.
• Text pasted from Word or a website is cleaned up so only simple formatting remains.

Formatting appears on the meeting page, the public portal, Run Meeting, and both printed agenda layouts.

Expand All

The agenda shows an outline on the left and the selected item's details on the right. Select Expand All above the agenda to see every item's full details at once, and Collapse All to return to the outline.

Reordering

Sections and items can be reordered from the agenda tab. Numbering and lettering renumber automatically, so you never have to renumber by hand.