This article will walk through how to add and manage users in Municode Meetings, now our Essential Agenda and Meeting Management solution.
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Add a User to the System
- Navigate to Security
- Select the Users tab
- Click the Add button in the top right corner
- Scroll to the bottom of the page and fill in the 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.”
- UsernameEmail - ID: Enter an email address for the user
- Double-check that the information is correct
- Click Save (blue floppy disk icon) to save the user's information
- The user has been added to the system
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 10-15 minutes and will cover everything from finding and bookmarking the Meetings Essential login page to customizing local browser settings.
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).
- Navigate to Security
- Select the Departments tab
- Click Select to choose the relevant department from the drop-down list, or click New to create a new department
- Click the Edit button
- Scroll to find the desired user(s) in the list, and click the check box next to their name(s)
- Click the Update button in the top right corner to save your changes
- The selected users have been added to the department
Add a Legislator to a Meeting Type
These instructions will show you how to add a Legislator to a specific Meeting Type.
- Navigate to Application Properties
- Select the Meeting Settings tab
- Select the appropriate Meeting Template from the drop-down list
- Scroll down to 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. - Select the desired Legislator from the drop-down list
- Click the Add button
- Enter a Title (Councilmember, Board Member, Commissioner, or similar) into the Title For Meeting field next to the legislator's name
- Click the Update button at the bottom of the page to save your changes
- The selected Legislator has been added to the desired Meeting Type
Delete a User from the System
- Navigate to Security
- Select the Users tab
- Find the user you wish to delete
- Click Delete (red circle and X icon) on the user row
- Click Ok on the Warning! pop-up to confirm the deletion
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. Contact Support for help with removing users from workflows. - 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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