The public portal is your key to simple governance transparency.
Once you have a link to the public portal on your website, you can control what you make visible to the public, with just a few clicks within BoardOnTrack.
First, please check with your BoardOnTrack Superuser to ensure you have permission to edit Meeting aspects found in the Settings, as well as permission to post meetings, agendas, minutes and documents to the public.
How to Make Your Meeting Public
Select a meeting to preview its details and see which aspects have been made public, or remain private.
From the meeting's details page, click Change to make the meeting go from private to public.
How to Make Your Agenda Public
Once the agenda has been finalized by the board, go into the agenda, select the status dropdown menu, and choose Final.
When status is changed from Draft to Final, you are now able to make the agenda public by selecting, "Public Agenda Only."
Please also note if you enabled the public to access public packets in the Settings>Public Portal section, you have the option to either make just the agenda public or the full packet available in your public portal. To allow the packet onto the public portal change its status from final to packet ready, then select public agenda and packet.
How to Make Your Minutes Public
Once the minutes have been taken, the option to change them from private to public will appear.
Once the minutes are approved in a later meeting, they'll automatically change from Draft to Approved. This change will automatically be reflected in the public portal.
How to Make Your Recordings Available to the Public
Some states require board meetings to be recorded, for the public to access. BoardOnTrack makes this simple.
Go to the Documents tab. Then, drag and drop or browse your computer for the file. Once a meeting recording has been added, changing it from private to public will be available.
Lastly, if you enable the documents feature to appear on your public portal, you can manage those documents by going into the Documents>Public Portal folder. Only the contents within this public portal folder will be available for the public to view.
We're here to help.
Lastly, if you ever have any questions on how to share information with the public, you can reach out to us through this chat icon here during our office hours. We are always here to help and provide the support you need to be successful!
Now you're ready to share your meeting, agenda, minutes, and documents with the public!
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