Initial Setup & Configuration

Before you begin, you must answer Yes to the following questions:

• Has your Meeting Type been created? If you answered no, please visit our help article  Managing Meeting Types
• Has your Attendee Group been created? If you answered no, please visit our help article eSCRIBE Attendee Groups
• Has your Location been added? If you answered "no," please visit our help article Meeting Locations

These items require a one-time setup, and can be modified at any time.

Create Your Meeting Site

At the top of the eSCRIBE Meetings List, located on the right-hand side of the portal, click the + button.  Enter the requested information and click Create.

eSCRIBE will now create a meeting site, giving you an area to build an agenda for the specific meeting date.

Now you are ready to start populating your eSCRIBE Meeting Site!

Before The Meeting

Accessing the Meeting Site

Access the Meeting site via the link in the eSCRIBE Meetings List. 

The meeting site will be set to Pre-Meeting mode, but this can also be selected from the eSCRIBE Menu Bar or from the drop down above the Agenda.

Add Items to the Agenda

1. Select the Category on the left-hand side to which you would like to add the item.
2. Hover over the New button to the bottom right, and select Item
3. Complete the screen to add the agenda item. The only mandatory field is Title.  Click Save and Edit to add further details.  By selecting the new item at any time, you can modify its details on the right-hand side of the screen.
   For information on what file types and sizes of files can be uploaded as attached documents, please read this article.

Pre-Populate Minutes & Resolutions

In order to minimize typing during the conducting of a meeting, you should pre-populate the meeting site with minutes, and votes.

Prepare, Approve Agenda Package

1. Click Documents on the eSCRIBE Menu Bar and select Prepare
2. Prepare agenda package.
   Select which package you would like to prepare.  Optionally expand the Details section to enter a document header, and to select further options.  View your document by clicking the appropriate View link.
3. Approve

When the agenda is finalized, approve it by clicking on the Approve button beside the appropriate document.  Select Approved, and click the Approve button.

Publish the Meeting Site & Documents

Click the Publish link on the eSCRIBE menu bar.

On the screen shown below, there are 2 types of publishing:

1. Meeting Site

• This allows participants to use all the features of the Participant Portal

2. Documents

• This makes the PDF documents, such as agenda packages and Minutes documents, available for download through the Participant Portal.

Use the top section to publish your meeting site, by clicking the appropriate links.  There are also options to Secure attachments (converts attachments to PDF for the iPad), and notify, which will send each participant a note that the meeting site has been published.

Use the bottom section to make each document available through the portal.

You are now ready to conduct your meeting!