Session & Meeting Management System
The Challenge
Meeting agendas are scattered. Papers are updated at the last minute. Votes are unclear and follow ups slip. Citizens and stakeholders ask for records that take hours to compile. Compliance checks stall because there is no single source of truth.
Our Solution
Plan, run, and record council sessions and committee meetings in one system. Build agendas with version control. Distribute packets to members. Record attendance, motions, and votes in real time. Track decisions to completion with assigned owners and due dates. Publish approved minutes and resolutions with click to print.
Key Benefits
- Prepare agendas faster with templates and controlled edits.
- Keep members aligned with a single packet that updates automatically.
- Capture votes and attendance accurately for clean minutes.
- Ensure follow ups happen with assigned actions and reminders.
- Provide public transparency with published minutes and resolutions.
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Key Features
Agenda builder and packets
Create agenda templates for recurring sessions. Attach documents and supporting files. Generate a single packet for members and keep it current.
Attendance, motions, and votes
Register attendance on arrival. Record motions with proposer and seconder. Capture votes by name or by count. Store the official result instantly.
Minutes and resolutions
Draft minutes as the meeting progresses. Link agenda items to final text and attachments. Produce resolution documents ready for print or PDF.
Action tracking and follow ups
Create actions from decisions. Assign owners and due dates. Send reminders and track completion. Surface overdue items in dashboards.
Scheduling and notifications
Publish calendar invites and public notices. Send reminders to members with agenda links and packet downloads.
Document management and search
Store all agendas, minutes, and resolutions in one place. Search by date, meeting type, item, or keyword. Maintain version history.
Public portal (optional)
Publish approved minutes and resolutions for public access. Provide search and simple filters across sessions.
Integrations
Connect to the archiving system, task management, and email. Export to PDF and CSV.
Security and governance
Role based access and activity logging for accountability. Clear separation between drafting, approval, and publication.
Accessibility and languages
Member and public views are accessible and mobile friendly. English at launch. Multilingual support available as an upgrade when required.
Who uses it
Council secretariat and clerks, committee coordinators, elected members, legal and compliance teams, and communications teams responsible for public notices and records.