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Add and Manage Users

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This article will walk through how to add and manage users in Agenda and Meeting Management Essential (formerly Municode Meetings).

 

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Add a User to the System

 

  1. Sign in to your solution if you have not already
  2. Navigate to Security
    The Security option in the left navigation menu.
  3. Click the Users tab
    The blue, rectangular Users tab, which appears to the right of the Roles tab.
  4. Click the Add button in the upper-right corner
    The red, rectangular Add Button, which appears below the Departments tab.
  5. Scroll to the bottom of the page and fill in the Add User fields
    An example User row with incomplete Add User fields.
    • UsernameEmail - ID: Enter an email address for the user
      Note: Double-check that this field is entered correctly, as it cannot be edited after creation.
    • First/Last Name: Enter the user's first and last name
    • Is Active: Check this box if the user's account is active
    • Is Legislator: Check this box if the user is a legislator
    • Role: Select a role from the drop-down list
      • Agenda Manager: Assign this role to users who will be creating, editing, and publishing agendas and packets
      • Legislator: Assign this role to council members, aldermen, commissioners, or similar individuals
      • Staff: Assign this role to users who will only use the system to add, edit, and approve items
        Note: The default staff role should be used for most users.
      • Municode Administrator: This role should be used exclusively by your Municode Project Manager
    • Password: Leave this field blank
      Note: After you have saved this user, a temporary password will populate in this field after you refresh the page. Once a new password has been set by the user, this field will populate with the word “ENCRYPTED.”
  6. Double-check that the information is correct
  7. Click the Save button (blue floppy disk icon) to save the user's information
    The Save button at the far-right end of the example User row.
  8. The user has been added to the system

 

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New User Email Template

First-time Meetings Essential users assigned a Staff, Agenda Manager, or Municode Administrator role will need to complete a few actions before they can start using the system. After you have added new users with these roles, it may be helpful to email them the Initial User Setup information below. (Legislators typically do not need to log in to the system, so these actions will likely not apply to them).

 

Initial User Setup

Your Meetings Essential user account has been created. If possible, please visit the links below to watch our Initial User Setup tutorial videos. This takes 10 to 15 minutes and will cover everything from finding and bookmarking the Meetings Essential login page to customizing local browser settings.

  1. Initial Browser Setup
  2. First Time Login
  3. Screen Layout Basics
  4. Local Browser Settings

 

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Add Staff Users to a Department

These instructions will show you how to add a Staff user to a specific department if your municipality uses the Department function (most municipalities do not).

 

 

  1. Sign in to your solution if you have not already
  2. Navigate to Security
    The Security option in the left navigation menu.
  3. Click the Departments tab
    The blue, rectangular Departments tab, which appears to the right of the Roles and Users tabs.
  4. Click the Select dropdown to choose the relevant department from the dropdown list, or click the New button to create a new department
    The Select dropdown menu and the red, rectangular New button which appear below the Roles, Users, and Departments tabs.
  5. Click the Edit button
    The red, rectangular Edit button which appears to the right of the Select dropdown after an option has been selected.
  6. Scroll to find the desired user(s) in the list, and check the checkbox next to their name(s)
    Checkboxes to the left of user names in the Assigned Users column.
  7. Click the Update button in the top right corner to save your changes
    The red, rectangular Update button to the right of the Name field.
  8. The selected users have been added to the department

 

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Add a Legislator to a Meeting Type

These instructions will show you how to add a legislator to a specific Meeting Type.

 

 

  1. Sign in to your solution if you have not already
  2. Navigate to Application Properties
    The Application Properties option in the left navigation menu.
  3. Click the Meeting Settings tab
    The gray, rectangular Meeting Settings tab below the Properties header.
  4. Select the appropriate Meeting Template from the dropdown list
    The Meeting Template dropdown.
  5. Scroll to the Legislator section
    The Legislator section.
    Note: This section appears below the Agenda Numbering section and above the Public Packet Settings section at the bottom of the page.
  6. Select the desired legislator from the drop-down list
    The Legislator dropdown list.
  7. Click the Add button
    The red, rectangular Add button to the right of the Legislator dropdown.
  8. Enter a Title (Councilmember, Board Member, Commissioner, or similar) into the Title For Meeting field next to the legislator's name
    An example title within the Title for Meeting column.
  9. Click the Update button at the bottom of the page to save your changes
    The red, rectangular Update button at the bottom of the Meeting Settings page.
  10. The selected legislator has been added to the desired Meeting Type

 

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Delete a User from the System

 

  1. Sign in to your solution if you have not already
  2. Navigate to Security
    The Security option in the left navigation menu.
  3. Select the Users tab
    The blue, rectangular Users tab, which appears to the right of the Roles tab.
  4. Find the user you wish to delete
    An example user row on the Users page.
  5. Click the Delete button (red circle and X icon) on the user row
    The Delete button to the right of an example user name.
  6. Click the Ok button on the Warning! popup that appears to confirm the deletion
    The gray, rectangular OK button on the Warning! deletion popup box.
    Note: If the user is assigned to one or more tasks in one or more workflows, they will need to be completely unassigned before they can be deleted. A popup will list and link to the affected workflows, and you can use a dropdown to reassign the tasks to another team member. You can then choose to "Reassign and Delete User" or cancel the action. For additional assistance with removing users from workflows, contact Support.
  7. The user is now deleted from the system
    Notes:
    • If a user is deleted while they are still logged in, their session will be terminated, and they will be automatically redirected to the login page upon attempting any action.
    • If a user was accidentally deleted, please contact Support for help to un-delete and restore that user.

 

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