This conference will now. Everyone this is Lucy can you hear me? Hi Lucy yes. Perfect how's it going today? Fine how are you? I am here it is not been a great day not work related but you know I am here and what do you do right? I'm sorry but you know I mean work has been good so I mean hey you got to take the good with the bad right? All right so anything you guys came up with that you wanted to kind of touch base on our questions you have from last time versus what we're going to be doing this time. Not I know. Kind of different because it's the actual peak training right now. The media manager. You got it. Yep. So today we'll give you a lot more insight into your peak system and there'll be some things that you'll want to go in and enter into the system. Like some people and meeting types and all that great stuff. So yeah, today we're going to be honest we covered the designer which is the biggest part of it. I've already assigned it to a URL so all we have to do is give you the iFind for that. So I'm not too worried about that one. So we're going to spend most's, here's what we got to remember about PEAC administration. There's a couple of things. And I, in this session, so that basically you'll have the recording from last time and this time and all the other times to come. And I'll put it on your media manager site. So it is your recording. But basically with peak admin, what you want to remember with peak administration is basically two things. What you're studying up in peak administration is you want to think of it as your default. What usually needs to be done or be in an agenda, right? Like your header items roll call, pledge of allegiance, new business, old business, adjournment, right? Like your header items roll call, pledge of allegiance, new business, old business, adjournment, right? You want to put in those items and set those up. What is normally in a meeting? You might have to delete one or two of those things. You might have to add, you know, one thing on occasion. And that's fine. We can do that, but not through peak admin. And I'll show you how to do that later on down the road in our peak sessions. So when we're talking about peak admin, if I have questions or if you're in here and you're setting something up, you want to be setting it up with the base default. What it normally is 90% of the time, that is kind of how we want to think of peak admin. For those one off meetings that like the location changes, we don't have any new business so we get rid of that header item. We're going to make those changes on the meeting level, not on the peak admin level. Okay. The other thing we want to remember about peakmin is once we get it set up, we are hardly ever in it. So we have to just basically have to do the work, we have to jump in there, we have to set it up. Once it's set up, Pete is pretty straightforward and it runs itself. The only time you're in Pete Admin then would be to maybe add a new user in, change up your council members or commission members. Maybe they change the time or the location of the meeting. Those are the type of things if they're changing them on a whole, once a year, once every two, you know, couple of years, whatever it is, those are the things that you'll jump into peak administration for. Everything else, once it's kind of set up, you're pretty good it kind of runs itself. So I like to kind of pre-set that before we jump in here so all right what we're going to do is we are going to log into media manager which is city of nsb.granticus.com put in your username and password like log in you'll come to the home page of media manager. Now peak is an application that is housed through media manager. That's why we login here first. And then what you're going to do is you're going to go to the top right corner and click on apps and you're going to select peak agenda. When you click on peak agenda, you will always be taken to the peak dashboard first. This is the peak dashboard. It will start building out for you and start looking a little different as we start creating meetings. If in one we set up workflows, approval workflows, so there's a lot of things that'll be going on in here. Now when you guys log in, you most likely are seeing the number zero here, because you haven't actually created any items. Mine is tied to my Super User account. So this is items that I've created like across a lot of accounts. So that's why my number is a lot bigger. It does not mean that you have 1,300 items in your system. Don't worry. Items that need your approval have to do with items that you're being asked to approve in an approval workflow sequence. So as you get things in here, this counts up. As you approve them, this counts down. And then below that is our meeting cards. Our meeting cards are basically going to give us just a real straightforward forward, forward of our meetings. We have a meeting Saturday, February 15th. It's a city commission meeting. 12 items have been scheduled. No items have been approved. And the agenda is not final. These are all clickable. Yes, we're going to click in them. And we're going to do that kind of on some other trainings. But every time you log in to peak, you're going to see this. And the missile start to build out. We'll be able to see, as you can tell here, past meetings. And we'll be able to go forward if we schedule any meetings moving forward. Or when we schedule meeting moving forward, I should say, but today we're going to work in peak administration. So working peak administration, you log in, go to apps, click on peak, when you get here, you're going to click on the admin, the little cog with admin next to it, you're going to click on that. I can almost guarantee right now you guys, if you logged in, you would not see that yet. And it's just because we have not given you the right permissions yet. And we're going to make sure that we do that today so that you guys can jump in here and do. I don't like to call it how work, but you can do a few things that kind of get you set up and get us set up on the right path for our next couple of peak trainings. So this is what peak administration looks like. that kind of gets you set up and get us set up on the right path for our next couple of peak trainings. So this is what peak administration looks like. We're hoping it's straightforward for you. Basically, if you're doing anything with meetings, you're gonna work in the meetings navigation over here on the left-hand side. If you're working with your agenda items, you need to do something with those. You're gonna click on agenda items. So if kind of broken down into those two big areas. We also have a section for your people and users and roles and all that great stuff. So this is what it's going to kind of look like every time long in here. What I like to do for peak admin is kind of teach you or show you these in the steps that you should or that are best practice to do them in. And you'll start to see it trend as to why. So first thing we want to do is go into admin and we want to click on people and groups and then we want to select departments. Now we have some departments in here and there might be departments we're missing and there might not be departments we're missing but this is where we want to start. We want to start by building in all of our departments. Departments can be important because you can classify items or specify items for a specific department. You can later sort all of your items by department, so it helps filter things. And sometimes more importantly, you can actually build a workflow per department. You assign your people to different departments, and then they're able to see their department workflows that you set up so department kind of kicks it all off. We have some in here. In peak there's going to be some symbols you were going to see throughout peak whether we're in admin or we're on the front end. throughout peak, whether we're in admin or we're on the front end. And we start seeing those right away in department. So in departments we have the pencil, we have a trash can, we have a big green button over here. These symbols say preconsistent throughout peak. The pencil always means edit, always. Whether you're in an item or an agenda or admin, the pencil means you can edit something. The trash can, you guessed it, it means you can delete something. The green button, usually, I would say 99% of places in peak, the green button means creating something, something new, right? Just like we have it this way here. The button for creating is usually on the upper left or upper right hand side. So with our departments here, let me ask you guys this question. Are there any departments that we missed on here that we need to add? Yes. departments that we missed on here that we need to add. Yes. So the reason I ask is because I want to add, we can add all of them together right now, or I want at least add one to show you that. So we're going to hit the big green and create button here. We're going to see a screen that looks like this. The information that you need to enter is the name. You can put it in a abbreviation and description. They don't go anywhere. They don't do anything. The only people that can see them are peak administrators. So it's up to you if you want to put them in and see them or not. So make them, right? It's extra work that you don't totally mind. Eventually they might integrate if you, you know, fields can integrate right now, those ones don't. So give me a name or give me a list here. Airport. Airport. Perfect. I can spell that. Be great today. All right. So we've got airport and then what we're going to do is just hit save. We have airport added into our departments. If let's that's it right super simple on those ones to Adam and there's not a lot to it. If you wanted it to maybe say like airport department, right? All you have to do is hit the pencil on airport. You get the same screen. You can add whatever you need to or remove whatever you need to. And it makes the change once you click save. Take out department. Right. Save button. Let's talk about the save button. Just really quick. It's another one of those things. It is 100% of the time in the same place in peak. Save is always on the bottom right corner. Always. We click save. It's a big green button. We're good to go. If the save button is grayed out like we see it right now, that means that you're on the current version. There's no save that you can do. You haven't made any changes. When you come in here and make a change, the button will become available to you. Just like if I come in here and I delete back to where my last save was, it goes away. That's working as design. That's what it's supposed to be. That would be the only kind of sometimes weird thing you have to get used to people always think, oh, the safe buttons broken. No, just means you don't have a save to make. So that was a little wonky. Well, let's show you that one. I'll show you that one. Okay. Now with departments, do you want to add the rest of your departments in right now with me? Is that something you guys want to do in practice? I never want to take those opportunities away from you, but I also know that. You have 90 other things on your plate that you're doing. So I'm happy to do it right now. Yes, it would be a good time to do it right now. If you don't mind, that would be perfect. Not at all. Okay, I'll see, building department. I was just going to say, do you want it to say department after these? No, not just building. Just building. CRA is a C and yet slash economic development. engineering, sports complex, fire department, police department, Police Department. Fleet maintenance is F-L-E-E-T. Yeah. So, as you notice, right. If something is misspelled, it's going gonna tell you. And it'll do this throughout peak. So it'll have the red squiggly. It's basically like a browser thing too. In your browser, you can right click on that and you can find the right spelling or just retip it it's up to you. And then once it's correct, that red line goes away. So peak will have that. You'll see it throughout all the fields. Okay. Golf course. Human resources. Information technology. Police department. Did you say police department? Oh, this in there. Okay. Yeah. Code enforcement. And Marina M-A-R-I-N-A. Do we have to do your turn here? Yeah, okay. Just a bit of clerks office too. Okay, yeah, we'll talk about that one. All right. There we go. Attorney, city managers. Now, here's the thing, right? You guys can, if down the road, you, oh wow, we missed one, right? You can come in here and add it at any time. The reason they'll like to start with this and have a good base is because the next place that we go from departments is gonna be people and users. In front of people and users, when you build a person, and we'll delete Jerry out of here in a second. But when you're building these people in, so Kelly, we're going to borrow you. You can actually use the drop down. And now select which department they belong to. And if you can imagine if the department doesn't exist yet in the department's tab or field, you're not going to be, you can't type into this field. It won't actually save it. So I mean, you can type all you want, but it's not going to say that it wants you to select from that list. So important to note that's one place that departments start to pull in is right away when we're creating people and users. Now people and users, the hardest, I would say the hardest piece for me to train and it's the hardest piece to understand, but once you get it, you get it, it kind of clicks, right? So let's actually get rid of Jerry because we got rid of Jerry on the different side. So with this in peak, people are not necessarily users and users do not have to be people. But we can link a user to their people record. So people and users are very separate, but we can link them together. A user of this system is just that they have a user name and log in. They can log in to cityofnsb.granticus.com. They even probably can get into peak and they can draft or approve or do whatever they need to. They don't have to be a people. You just have to be a user in order to do that. Sometimes we only have somebody that we've put into the system. They're only a people. They don't actually have a user name and password to say ranakist.com. They can't log in. They can't use media manager. They can't use peak. They are only a peak people. I mean people, it allows us to select them from different drop games in the system. An example of this would be your maybe your city committee. A lot of the time those members are not users of the system. Now for you guys it's a little different because they're going to use i-letch-as-light. And so they are going to have a user name and password. But we're going to set them up just maybe slightly different in peak. And we'll all work with you to make sure they're in here and they're hooked together correctly and all that good stuff. But they don't actually need to be a user of peak, right? They don't need to be able to log in to your media manager site and work on on the agenda, right? They don't need that. Your members don't need to do that. So they could be just a people. By making someone just a people, they're selectable in a drop-down in peak admin for us to select from. For example, test person. So we've got test person ZZ123 at testing.edu. If you're looking at test person and let's say we're looking at literally anyone else on this list, do you notice a difference between test person and anyone else? between test person and anyone else? Yeah, not a peak user. You got it. So this tells me, right away, I know test person, they're just a people. They don't have a login. They cannot get to cityofnsb.granticus.com. And if they do, and they use the forgot password, they're gonna get the message that there's no email and or there's no user in the system with their credentials, right? So they can't even get a password reset because we haven't given them a log in yet. Right. So like you guys can see on you guys. With username, you have a username. That's because you have a username and password to lock into this system. So what we did with test person or what happened with test person is we clicked and person. We gave them the first name. We gave them a last name. Actually, I think I did a proof. Last time we're going to tie these two together in a minute. We got peak approval over here. We've got the title for peak approval. We can put peak approval in a department if we want. And then we have to get peak approval. We have to do an email address for peak approval. I think I did test. Test at test.com. There we go. Oh, no, no. OK. So we've got our email address in here. We can fill in phone number, address lines, whatever it is. That's fine. This stuff, like the phone number, the address, even notes that you put in. It is peak admin only. That is the only place it pulls in and is viewable. That's the only people that can view it or peak admins. So just kind of keep that in mind. Now, the title and department, we could pull in on your templates if we needed to and we'll get more into that as we get further and depth into peak. So just be cautious on the title because if we do ever pull that in we just want to make sure everybody's title is set up correctly. Once you enter that information and you can look safe. And that's how we get this not a peak user. Now why this can sometimes be important is for places like departments, more importantly it's for places like meeting bodies. I'm going to use the test board for right now. I'm going to go to meetings meeting bodies. I'm going to use the pencil and edit test board. And I'm actually going to go to the numbers tab. the pencil and edit test board. And I'm actually going to go to the numbers tab. And we're going to say add number. This is a drop down. And it's only going to give me the drop down with the names of the people that are set up as a peak people. Now whether you're a people and a user tied together, you're going to be in here. If you're only a user, you're not going to be in here. If you're only a people, you are going to be in here. So, peak approver is only a people right now. I don't have a login for peak approver. They don't exist currently as a user name and password. But I can still select them from here. So this is where we want to make sure that we add in your commission members because we want to make sure that we can set them up or assign them to the meeting body that they belong to or meeting bodies they belong to. they belong to. I have a question. We purchased boards and commissions the F and I have we've sent a whole matrix to grant a kiss for them to implement it into their system with a whole bunch of columns, you know, name board board terms. terms. Do we have to, that can't be integrated in this? I feel like we've to have that. So here's the great part, and here's the not so great part. The answer for that is yes, it does integrate with this system. Meaning every single person you put on that list will pull in to peak as a peak people, already for you. that list will pull into peak as a peak people already for you. It will also pull in every single board that you have in boards and commissions, when that gets imported, it also imports those boards in the meeting bodies. So the great thing is, is yes, it does do that. The thing that's going to be the problem, which we can look at timeline, we can look at schedule. If we are going to wait until the imports done. We have to postpone P training. The only reason I'm saying this is because if we don't set up peak admin, we don't want to train on drafting, we don't want to train on agenda coordinating because it won't make sense. It's going to be more of an out of the box peak. And then it's like, oh, but we do this. Is this okay? And it's like, well, yeah, eventually once that's in the system it will be okay and I it just doesn't give you a good experience I don't want that. Now that being said we can also see if we could do the import and still keep boards and commissions kind of further out down the line but at least see if we can get the import put in so that those things come over. And that's just fine too. We can totally do that and I can reach out to our PM on that today. Just say hey, is this something we can do? The imports can sometimes be tricky. So you guys send us that big spreadsheet with a ton of stuff on there, right? And then they go through that spreadsheet and they have to look at and make sure we have clean data and upload it. If it uploads on the first try, awesome, it's great. It usually doesn't happen that way and there's a lot of different things they have to do with that spreadsheet. Now that being said, I'll reach out to them and see if they can't at least import for us. Because then you don't have to put in your people or most of your people, well, you'll probably still have to put your drafters and stuff in because they usually don't apply for boards and commissions because they're usually internal employees, right? So we'd still need to add our drafters and things like that. So that wouldn't hold us up from doing that piece of it. Um, meeting bodies, we're still gonna have to build meeting types. We're still going to have to put on some specifics on meeting bodies sometimes, not literally everything comes over from boards and commissions, but your base list of your meeting bodies or your boards and commissions comes over and so do your people in there. Does that make sense? Yeah. Okay. So let me hold on just while I'm thinking Let's go. Let's go in here really quick. I will talk to Ryan. I am going to see if that's something he could maybe throw in there and do the import on. So I'll ask him for that. Make that note now. I know he is a jury duty today and tomorrow. So let me just, I'll touch base with him. I know he sometimes checks his email though. So we'll do Brian, we'll do B and C data. I just, the other thing I want to ensure is that if we get to your data review call, he brine does that with you after he uploads the data usually as we get close to any definitions and then we use data. If there's any changes or you know the data doesn't look quite right, he has to read upload something. Sometimes that can or cannot affect our data in heat. And I don't want you guys to get back with that. So I still want to show you because we're still going to have to build some things in here. So I'm still going to show you how to build those things because we're still going to have to set up the agendas and all that great stuff. In terms of adding some people in, we're still going to have to have drafters and agenda coordinators. Unless they're in your boards and commissions site and they live on a board for whatever reason, then they would pull in here. The other thing it's going to do is automatically pull the current members that you gave us on a board, it's going to pull those in and attach them to the right meeting body. So you won't have to do that step either. You'll just want to know where that stuff is to make changes in the future. OK, so let's take, let's do this. We're going to add another person. It's just going to be a people not a user yet. We're going to say add person. I'm going to call this peak drafter. Don't worry I delete these users after training. But we're going to say peak drafter. Now if peak drafter already had a login, we could try to link that login here. We're going to do that with peak approver here in a minute. But peak drafter doesn't. It's a brand new person just like your drafters. They're going to be brand new right so we're going to put in their first name last name. We're going to put in the title for them. We give them a department, it needs to be their main department because they can only be assigned to one department, not multiple. Okay. Okay. I'm hoping eventually they change that feature for a lot of reasons that you'll start to see, but right now they can only be a part of one to just make sure it's their main department. to see, but right now they can only be a part of one, so just make sure it's their main department. And then we need to tie in an email address. We're going to just do this for those borrow mine. So we've got peak drafter in here. If I wanted to fill anything else out, I could. I click save, they are a peak people. If I go into any of the contact areas or the members areas, or anything that's asking for you to like select a person on something, for example, in departments, if I was the contact person for planning and zoning, which by the way, this field goes nowhere except for peak admins. But if we were using this, because I'm a peak people, I'm selectable here. I'm not a user yet, but I'm a people. So I am selectable in those type of drop downs. I shouldn't cancel up that. All right, so how do we go? Let's say we go in, you guys go in today tomorrow this week and you start building in your drafters. And you're like, well, we wanna just at least build them in because then when we're ready to send them their login information, we don't have to do all the work up front. When we get to the point where we wanna assign them a login, all you have to do is click give a login to and then it'll have their name and you click that button and this pops up and this says hey they're going to become a user for the whole Graticiz platform. You can edit what group like we saw yesterday or a couple days ago. What group they're going to be in, you can edit the group permission so that they're limited in media manager. And then all of this down below is based upon peak. So I'll give you the title of our email address and their department. The email is very important because this is how peak is going. This is what peak is going to use to send out emails from the system. So we want to make sure that's correct. And then we want to assign them a role. It does say optional, but I'm going to tell you it's not optional. Fill this in. This is what gives them the right permissions in peak. So peak and media manager, although they do peak talks to media manager, and it sends and stuff back and forth on occasion with users and groups, peak roles and media manager permissions are separate. Media manager permissions are media managers, that's all they deal with. Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of the Proof of admin. And you want to think of this kind of as a tier system. So starting here with approvals only and view only, that's kind of the minimal permissions. View only is exactly that. They can only view stuff in the system. It's all read only. They can't do anything. They can't edit anything. They cannot be an approver. They can just view stuff. They cannot be an approver. They can just view stuff. Approvals only, they cannot draft items. They cannot view agendas and they cannot get into peak administration. But they can be set up in an approval workflow history or set up. They can be asked to approve an item, but they can't draft an item. And then we move into kind of that next tier, which is drafter. Drafters can draft agenda items. They also can be used in the system or set up in the system as approvers of other items. They cannot access agendas. They can't manipulate or publish agendas. And they can't access peak administration. But they can draft an item to a specific meeting, but they can't see that meeting. They can't click on it, go in it, and then manipulate the agenda. This is usually the depends on how many people you guys have, but this is usually the majority of roles is drafter. Department heads that draft items and sometimes they're asked to approve, right? They need to be a drafter because they do draft their own items, but they also need to be able to maybe improve something, if someone sends something for that department head to approve, they need to have the role of drafters to have permission to approve it. They can only have one role at a time. If you're ever unsure, let me know. Also, if you're going back and forth between one versus the other, always pick the lesser. You can always give them more permissions. It's harder to take permissions away. I mean, it's not. It's a click of a button. But it's harder to explain that to them. In terms of, hey, you could see this and now you can't, right? So always start with the lesser and we can improve on their role permissions as we go. Okay. Now, gender coordinators. They can. Approved items. they can approve items. They can draft items. They can create meetings. They can work on agendas. They can manipulate agendas. They can publish agendas. The only thing they can't do is look at peak administration. So when an agenda coordinator logs in, they don't see this admin button. They can't get back here where we are. But they can access meetings, items, create new meetings and items. They have all those permissions. Peak admin has every permission that the agenda coordinator does. The difference is that they can see the admin tab. So they could add people in, they could manipulate the meeting types and agenda header items on the whole, like they could do all of that kind of stuff. So that's kind of what these roles look like. Now, I have a whole little guide on roles that tells you what each role is and what they can do so that when you guys are starting to think about or getting to that point where you're gonna give them logins, you kind of have a good idea of what role you wanna give them. If you get to a point where you're like, oh my gosh, I just don't know. I'm not sure. This is what this person needs to do in the system. Let me know that. We will make sure that they have the right permissions. For Pete Drafter, I'm going to give them the Drafter role. I do this so that when we train drafting, we have someone to log into. And I can show you exactly what drafters will see. So we select their role. I'm going to click generate log in. If you notice now, peak drafter no longer has a lot of peak user next to it. Teak drafter has a user name. Then what happens if peak drafter, the person that gets that, that why is the email is important? Peak drafter got an email that looks like this. Welcome to peak. Awesome. Here's your account information. This is the domain. This is your username. Click set my password below and you'll be taken to the account section right. They click on this. It takes them to a page that they have to set up their password. It gives them all the security stipulations that they have to meet for it. And then that tells them, you know, go ahead and enter those in, confirm the fields, click save, and they've got their password. Then it says, hey, now you can sign into peak. This is how you do it. And then it says, hey, your role in peak, we assign peak draft or the draft or role. So the email generated their role as draft. And it gives them a blur above, hey, you're a draft or this is what you have the ability to do. It also has things about key roles. It also has things about like the help centers so they can go in and click on things that they were stuck on an item or they're trying to do something with an item and they're just not sure that's in there they have free use of online trainings. Because we do webinars every month and so with that they could go there and they could go ahead and sign up for any of those and look at any of those. So it gives them really great information in one email and it takes the work out of that email for you guys. What I do, this is why I say, first things first, we wanna build in those drafters. Don't build in your board members and things like that. I wanna see if Brian can import really quick for us at some point. So don't build them in yet, but you're still gonna wanna build in your drafters. When you build them in, don't click this. Don't do it until you're ready for them to get into the system, right? And I usually say that comes after the third peak training. At that point, you're kind of free to let them jump on in here. If that's what you guys want to do. Right? And it's just because if we do it too soon, you guys are still learning the system. You haven't even seen half the system. So if we let them in here now, can you imagine how many emails and phone calls you guys get like, like, how are you doing this without this? And you're like, I don't know. Yeah, that would be crazy. Yes. Just don't click it. Build them in so that the work is done. And then when we're ready, we can click the button to give them a login. And I usually recommend that you maybe just draft one item. You're going to send out to them. Just draft something that says, draft an email, and just put like, hey, we will be giving you guys your login to the new agenda management system. Shortly, you will receive an email from NoWriply at Granakist.com that says, welcome to peak. Now I can even forward this email to you if you'd like. It'll say welcome to peak. It's going to tell you what your username is and walk you through the steps of X, Y, and Z. And you guys just do one kind of general email, letting them know to keep an eye out for this. Okay. And then let peak do the rest of the work. It's what I say, just because why should you guys have to do all that work for each individual person, right? Now, what happened also with that is I guess that oh well, now I have a username and If I actually sign out of peak as Lucy and Then I go to my email and I'm gonna pretend I'm just a draft or right now and I say set my password They're taken and they see this for their taken and they see this. And I'm just setting this as password 1234 exclamation exclamation. We'll submit this. Well, and it doesn't like it. I think that's because I've already set this once. There we go. Okay. So it's password 12334 exclamation exclamation. Casey guys wanted to log in and see that peak draft or account. But this is similar to the workflow that they're going to have. Now, that being said, we are going to I'm going to log back in as Lucy so that I'm in my super user. So what you guys, what I want you guys to know on this is now because in peak they have a user name and they're able to log into the system. If we actually go to admin users and groups. I'm a media manager. Here is peak draft. Here is peak drafter. You guys can see that. You also could click on me and change my password. If they call you and they're like, oh my god, I've tried to update this four times. I can't get in. I'm locked out. You can reset their password for them. Okay. And that's the media manager. So media manager houses the user names and passwords. Peak displays the user name, but it's really housed here. It's managed here and not for peak. Okay? Okay. This is also where you would go. If you do set up groups, we'd have to come in here and we'd have to assign them to the right group at that point. And that can be done at any time. I have people that have done that like five years after the fact. So you can do that at any time or not do it at all. If they are truly just peak drafters, you don't need to give them a group. It's not super important right now. It only becomes important if they need access or limited access to media manager. All right, let me jump into peak admin again, because I want to make sure we set you guys' roles correctly, so you guys can log in and see peak admin. So I'm going to go back to admin. I'm going to go to people in works. I'm going to go to people in users. All right, so there's peak drafter. Now, peak approver. And I don't see you guys doing with a whole heck of a lot, but remember on what two days ago was it Monday? I think we're on Monday. On Monday, I had created peak approver through media manager. When I was showing you how to add someone through the media manager users and groups. So now what I did is I added peak approver as a people but it says not a peak user. Technically peak approver is a user. So we would need to link this account account together. So I can go to peak approver and edit them. And this is where this user drop down becomes available and helpful. So we would come in here and find peak approver. And we are going to link peak approvers people account with their user account. And it's really, now if you notice, look, peak approver no longer has give a log-in to, because they already had a log-in. I just linked them together so that the systems shared the same information. Does that make sense? Yeah. And like I said, as you're going through, you will have to add in drafters because those will not pull in from that import so start by adding in drafters and gender coordinators. Because we will want to do that just don't click the give a log into and as we get closer to that, we will make sure that the roles are set properly and will be good to go there. Okay, actually. Okay, actually. Let me see if I should pull me up to that document and then I'll send you the link to that just so that you have it. No, that's for me. That's okay. We'll figure it out. All right. I'll send you the link to the roles. That way you always have it and you can look at it. It's it's at your fingertips, but let us work together. So that's kind of homework for you guys. Step one, hate saying homework because God, I hated homework. But it's that's a success for success down the road. Okay? So step one is to add in your people, drafters and agenda coordinators. Do not do your membership. I'm gonna see if we can just get that in-ported. All right, okay. From there, we have group roles and group access. We are not going to talk about group access yet. We will get to that, but not yet. Okay. Group roles I want to talk about because this is how you can change. Remember those groups we talked about on Monday through media manager, admin, city commission, clermin, City Commission, Clerks, Partner in the Grader's Webmaster. And you can control those. Anything that you add or change like we did here displays in peak. So whatever we do in users and groups in Media Manager, we see users and groups here in peak. This is where you could actually set the role of the group. So if you're using groups for everybody, you can change everybody's role in peak to find maintainably by using group roles. Okay. For example, administrators. So we've got you guys in here and you're set as admins, but system administrator and grant and his support are approvals only. What we can do is right now this group is set to approvals only. If this group should be peak admin, then we're going to set it to peak admin and click safe. Everyone's role, whatever it would be, approvals only, a gender coordinator, draft, or everyone in this group is gonna change to peak admin. So be cautious of that, because sometimes they need to be in that group for media manager permissions, but they need to have some different peak roles. Maybe they do more in media manager so you give them more permission. I'm trying to think of a good example. Sometimes administrators is a good example, but sometimes let's say, let's talk IT maybe, right? Maybe IT belongs in the admin group for media manager, just thrown it out there. But in peak, they don't belong in peak. They do not know what they're doing when it comes to agendas. They just do the IT port part of it and they need access to being coders and stuff, right? So we would not want our IT people to have peak admin rights. So what we can actually do is we could edit people's rights or roles on an individual level. To do that, we go back to people and users. And instead of the people tab, we're going to go to the users tab. When we go to the users tab, this just gives us a list of all users. We don't care what group they're in from Media Manager. We don't care. We just want to see users. And as you can tell, your users can be set on an individual level. So for example, and Kelly, I'll change you back. Kelly's admin, I'm gonna click on Kelly and I'm gonna change her role to a gender coordinator. So now in our list of users, Kelly, your coordinator, everybody else is admin draft or in approvals only. Now, if I go to Group Role and Abmin, Kelly's listed as a coordinator, but she still has administrator rights to media manager. So you can change it on a group level or just change it on an individual level. To change Kelly back, I'm gonna go back to people and users, go to Users tab, click on the pencil by Kelly's role. We're going to change your role back to Edmond. That makes sense. Yeah. Can you see a use for it possibly for, you know, what you guys have, how it works in your guys's area. Probably. Yeah. Okay. And that's why I like to show you that because sometimes. how it works in your guys' area? Probably, yeah. OK. And that's why I like to show you that. Because sometimes, let's be honest, I'm used group roles a lot. I kind of do it on an individual basis, because a lot of times we don't need to do a ton with groups. Fiddy commission, that would be one that we could give that group in media manager no access to peak, which I think actually we already did, because they're using it legislatively. They're not even logging into this system. And if they do log into this system, we don't need them in peak, right? They just need to be a agenda, but don't need to touch or manipulate the agenda in any way. So we can make sure that not only is there media manager group permission denied, but we also could make sure in here that their role is set to view only. So it's kind of like an extra failstaff, right? And I always like to have multiple checks scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale scale and she navigated to a different page. Admin tab would go away. I put her back in the admin group. She refreshes her browser. Admin tab comes back. It's that quick. So if you give somebody too little of permission, you can always bump them up and it takes effect immediately. Okay. So that's kind of people in groups. I guess then we'll talk about group access, but we're going to talk about that a little bit later. It's just a lot of information that just makes people kind of crazy sometimes, including myself. So that's people in groups. Homework, dish, kind of number one is to add that your drafters and agenda coordinators in here. Just don't give them a log in. And as long as we have that done, you guys will be sitting really, really good. Okay. Now meetings is where we go next. Meeting statuses we're going to talk about because it's pretty straightforward meeting statuses are basically for you to create and control. Right now out of the box we have draft and final. And if you notice we have a final column. One says no and one says yes. The final column is controlled by this box here. Status final, it's checked or unchecked. Checked for yes, unchecked for no. Peek does not move your agenda through statuses automatically. You have full control over your status. You move it to draft or final or any other status you create like oh final waiting for approval. Um, you know, waiting a final waiting for city manager, right, whatever it may be, you can make these up however you want. You can also keep them super simple. The big part of this is that final check box status final. And it mainly applies or helps out your drafters if you move your agenda through these statuses. If you have an agenda that the status the final status is unchecked so for instance draft it is not a final status. If I'm a draft and I try to go in and look at an agenda on a meeting, I will get permission tonight. It's a message that pops up and their permission tonight. If I have a meeting that I mark final and it has a final status on it. When I as a drafter go to my meetings tab and I click on a meeting that's in a final status, I will be able to read only that agenda. I cannot change it, I cannot manipulate it, I can't move things around. I can't publish or unpublish. I can read only that agenda. That's it. So sometimes that can be helpful for drafters. When I am talking about drafting, we usually do see that error. I shouldn't call it an error. We see the message. I'll show you what it looks like. Um, and if we do a training with drafters, right? The rest of your drafters down the road. I don't. I don't touch a whole lot on this because I don't want them to get confused. I don't want them calling you like, hey, I'm getting that message again, like, because they just don't understand it fully. So we'll touch it a little bit, but I don't spend a time confusing that. So status final is your big box here. If it's checked and you move a meeting into that status, they will be able to view only that agenda. When we're in meetings, let's do city commission, it's literally just a little drop down. You move it from final to draft and you do this as many times or however you want to move it through those statuses. That's all that piece is going to deal. Let's go back to admin. So that's meetings, meetings, statuses. And there's that big green button again, so we can create something, how to status, give it a name, give it a final or not final. And then once we're in meetings again, as you notice, before I had draft and final. Now if I go into that meeting. I have final awaiting approvals. It's in there. It's that quick. So this one I usually say if you know what those are, great put them in. And if not, give yourself some time with the system. You'll figure out the workflow of your meetings that you like with this system. And then you can add those in and move it, move it through there. The reason that these can be kind of nice for not only drafters to see, but for you to see is because when you move them through here, you're going to be able to see the status there and at a quick glance. So you don't necessarily have to enter into an agenda to see where you're at with it. You can use this status to trigger, oh, I haven't published yet because I'm waiting for these final approvals on items. If it's marked maybe final complete or whatever it is that you use, maybe that's your trigger. Oh, I published this already. I'm good. I'm done. Right? So that's how I use the art. That's how I've seen those used. It's more to help you guys. If a status is being used, for instance, draft is being used, I won't be able to delete it. Okay, so just I try to tell you some of these things up front because if we get too much into testing, we have to go to all the tests, find all these things in deletum or remove them before you can delete stuff in peak admin. Just be cautious in that. OK. Not that I might help you clean that up, because I'm usually the one that causes the problems there with all the training stuff that I do in it. So you let me know if any time that comes up, and I'll help you get those out of there. OK. The bulk of this, though, is meeting types and meeting body. Meeting types is where we want to start. Meeting types is where we actually build the agenda, the default agenda that pulls in, right? For certain things. For example, we have regular meeting here. When we click on regular meeting, this is where opening of meeting, invocation, approval of agenda, announcements, public participation, including your standard text, and the front agenda administrative items, new business, ordinances, ordinances, boards and commissions, mayor and commission reports, I'm listing these out so you can tell me for missing something. City manager's reports, city clerk reports, city attorney's report, the curriculum report, the attorney's report and a German. Now 90% of the time is this what your agenda is. On a regular meeting, I should say that on a regular meeting. Yeah, cool. That's and that's perfect. So we're just trying to put one of these in here for you. So what we're going to do. I'm assuming you guys probably have like a workshop meeting or maybe a special meeting. Do you guys have anything like that that we could use. To build. Perfect. Okay. We need this. We're going to go. I'm going to just pull one up and I'm going to let you guys tell me which one would be baby best to use. We're going to build up. Me not tight. Okay. There we go. Um. Current agenda. Cool. Okay. Regular meeting. Let's see. Try to city commission. And would either like with the the February, I don't know we can't look at that with it. But normally, are these about what's in there, calls order, public participation, budget workshop, commission, comments, and adjournment? That's pretty typical, I should say, for a workshop. Yeah. Awesome. OK. You'll see why I asked that in just a second. So let's go back to peak. So we are in peak admin meetings meeting types. We're going to create a new type. So we need to give this a title. This is for your workshop meetings. Okay, so we're going to do workshop meeting. Now the archive folders, we're going to talk about a little bit later down the road and we'll build those out to what we need them to be. Right now I put these things into training so that we can run a bunch of tests and they dump into a training folder. Okay. So I'm going to set it to training eventually though we will send it to either we do have city commission here but you might want to break that out further because remember on Monday when we saw the view page and you could break it out to city commission and throw workshop special regular meetings together or you could build three city commission folders you could put workshop and workshop special and special regular and regular. So we will talk about kind of that as we get a little further into the system and you actually have an idea of how you think you want to set that up, okay? For now, it goes to training. So all I'm doing is saying, any meeting that I create that I'm using the workshop type on, when it's done, when I record, we record and it drops into a folder, I want it to live in this folder by default. You can change it on individual meetings. That's just fine. By default, we want it to go to this folder. Agenda template, simple. There's one. You just select the first one. Then what we need to do is select the number inch scheme, which you guys it looks like, or using the Roman numeral and the letter. All we have to do is select that option from the drop down. And it's lowercase. Then what we need to do is just create building your sections. So this is going to be section one. It is going to be numbered and we are going to call it. It's a order and I should probably get the list on. And then we'll scroll down and click the little save button. We'll add a section. We'll do public participation. It is numbered. It's going to be Roman New Marl 2. One, two, add a section. We'll come in there. That would be called workshop name. It would just be called workshop. Workshop. Okay. And I will show it. So I know that on this one, you have it is budget. And maybe on a different one, it's like planning or, you know, maybe you switch those up. And you're you have. I think you have the right idea. I think you know exactly where I'm going with this. We would call it workshop. And if you want it to say budget workshop for one meeting, I'm going to show you how to change it for one meeting. All we're doing that here is just building the default. So that's perfect. I'll keep it called workshop. Now I'm assuming these to put those in because those we would build as an item and peak. The only time we do standard text is for those pieces that we use actually hold on here. I'll show you because I know you guys have some in the regular meeting. Those would be like, we're gonna actually maybe remove a little bit of this. In accordance with the citizens are provided the opportunity to address the city commission regarding any topic from three minutes, right? That is standard. You always have that, right? That's what we use the standard text field for. And that can be changed on an individual basis at any time also. But what we want to make sure is when we put it in back here, what this is basically saying, what I'm doing back here is anything I build out. When I create a regular meeting for city commission. It is going to pull in this as the start for your agenda. So we just want it to be the base, which is why I said, I think we might need to change this a little bit. Because I'm guessing that the indication and the person that presents the pledge of allegiance, does that change? Yes. Okay. So what I usually will recommend with this is to do something like this. And if you don't love it, that's okay. You tell me, I don't want to do that. Um, I will usually do something like this. The reason for that is that one, you're going to see that before you're going to see a person's name, right? It's going to look normal in there. So if we put, like, to put a person in there, that's going to prompt you every meaning to put in whatever person you need to. And I'll show you how to do that. And I'm assuming that mayor, oh, and this would also be a person, someone, maybe not always the mayor. Right. Okay. So, and we can do really whatever here. If you like something different, you tell me. Well, then it will be a person, it will give the invocation, person will leave those present in the Pledge of Allegiance. So when I create a meeting with this meeting type now, it's going to read like this. And then for that individual meeting, you can edit and actually put in the person's name and title or whatever you need to add there. And I'll show you how to do that. When we do do that, you tell me if you like this setup or if you'd rather it may be say, or look a little different. Okay, so let me go back to workshop. Commission, it's for this one. We will keep that number. That section. Yeah. We'll do this. Alright. So now we have a regular meeting and a workshop meeting. So what the heck did we just do? Eventually I'll show you meeting body, but give me a second here. So we're gonna stay on your meeting. And our meeting body is gonna be something more like city commission. City commission holds the meeting location in the start time. It also holds the default meeting type. This is what we just built. Regular meeting or workshop meeting. We do a workshop meeting. We call it workshop meeting. We come in here. We set up our advanced settings. We do all this great stuff and then we hit create. I have a whole we have a whole training on that. So I don't want to throw too much at you like I already am. So we got city commission. We did it for today, which is the 12th, which is this evening right here. And I click on that. It's using that agenda we just built. Call to order public participation, workshop, comments, commissioner commission, comments, and adjournment. We just built this, right? So by us doing that, anytime we make a meeting that's going to use the workshop meeting type, it's going to pull in this. If we go back and we say add new meeting. And we do city commission and we do a regular meeting. I should have changed the date on this one. That's my workshop. Nope, there's my regular. I click on that regular meeting. And the regular meeting type pulls in this agenda. So are you starting to kind of see the how those work for you, right? Yeah, you'll have to build the agenda every time you have to just select the right type every time. Right. My next thought, though, I know that they built key to work the way we're doing this right now, but I have a sneaking suspicion you guys might like it the other way. So we're pulling in both. We could take out this name. Okay, here's where I'm going with this. We're going to keep that up for a second. We're going to address all of this and look at it, but we'll do that a little later. Go back to Admin. All right, so we're in here. Going back into meeting types. We have regular meeting workshop meeting. Any other type of meeting your heart's content you can put in there. And you can build it out and you're building it out to be the default. The next thing we have to do is go to meeting bodies. And we have to build the meeting body. The meeting body, I'm going to just edit city commission work here. The meeting body is what holds the base name, right? It holds the default meeting type. It holds the default meeting location and the default meeting time. It also, we can put a color on less and we can make the city commission meetings whatever color we want. Now that's, this is how it's typically set up to be used. We have one meeting body and we might have two meeting types that go along with that meeting body. For example, regular meeting workshop meeting, whatever it might be. meeting body. For example, regular meeting workshop meeting, whatever it might be. There is another way that we could set this up and use this. And lately I have to have more people use it this way. And this is why I usually tell you that. So we do have the ability, everybody's like, what's the colors, right? If we choose a color, I'll just shoot whatever you guys want. If you guys want blue, green, whatever you tell me. Blue, fine. Yeah. All right. So with this color, this is what it does. It's internal only anything you create and peak for city commission turns blue. This is why I don't like the setup though to use one meeting body and multiple meeting types because in order, like I have two meetings here. One is a workshop and one is regular. And if you're looking here, you can't tell the difference. Right? If you look over here, we know that this is a regular meeting and this is the workshop meeting and we can click on the agenda from there. But this is just work ethic at this point what the top one is versus what the bottom one is. So I do have some people that switch it up a little bit because it makes their life easier identifying me. There's no wrong answer here. It's whatever you guys want. What they will actually do is they will create a city commission. Meeting put the whole name there. We had to call the door. Oh, you're fine. So what they'll do is in their meeting bodies, they will actually put the whole name in here. City Commission regular meeting. Right. And then they'll pull in the default meeting type of regular meeting. And then they'll come in here and they will put in that default meeting location. And I'm going to copy that and the time and the member size and they select the color and we save it. Then what they do is they actually create a new one. Let me put in the location. They'll come in here and they'll say city commission workshop meeting, right? So they're putting the whole title in at that point. And then they're going to say, well, this is for the workshop meeting. So we're going to pull in our workshop meeting type. So it pulls in the right agenda. It has been meeting in location. And is your workshop at the 630 timer? Is that usually a little earlier? Now it's usually a little bit earlier. It's at 5 usually. Perfect. So this would be another reason it would be maybe good if we do it this way, because now what I'm actually doing is I have two different setups, right? One for workshops, one for regular, and all you have to do is pick the right one. It's going to pull in the five o'clock time, it's going to pull in the right agenda at every time, and then sometimes for some people more importantly. We're going to do this. Hold on here. So one time meeting now we've got all we have to do is select the right meeting body. Instead of selecting city commission as our only option, and then picking the type, we can just pick if it's regular or workshop. If I pick workshop, it pulls in my workshop type and my correct start time. And then we create this. More importantly, it's gonna do this. This is what I really love it for. I can set it to be a different color and you can quickly distinguish one from another. And it is all in there you just can't see it it drops down to the next line. But if we do like a debut. So if up to you guys how you want to kind of do it, to be honest with you, I say 80% of the people I've trained in the last eight months use it this way where it has the full name in the meeting body and in the meeting type. And it's just so one, it's easier for them. They can distinguish it easier and then it's less settings that you have to click and change. When we go in here and make changes on this, you know, just for training and training on here, are you going to be able to see what we do on your end? Yeah. Yeah. Okay. Yeah. So if you come in here, let's say you guys are like, okay, we know we're going to use it for this. We're going to try to create the meeting type and the meeting body for this next week type of meeting granted. The only reason I'd have you pause on that is because we can actually import the meeting bodies for you if we do that import for boards and commissions. So you might want to hold off on that until we get that imported and then you could come in here and build the meeting type and hook it to the meeting body. Really the types you can do at any time though that has no connection to boards and commissions. So if you know you're going to use it for planning and zoning, you could say meeting types create and you could say I usually just recommend give it the same title for the meeting type and the meeting body. Once you guys do this and build it, if I log into the system, I'm going to see exactly what you've done here. I can see planning and zoning type. I can see the body. I can see people use added in. Will it carry over to life instead of just the training? Yeah, oh yeah, definitely. This is your live site right now. It's not live. Until it's not live live, right? Yeah. This is the site you're going to use. This is the site everything's going to go on and we're going to make changes and additions and updates to. In terms of going live live, that's when we start putting things on that view page. Once the view page is put onto your public site, then your live live, then we have to be really careful about what we do and what we make public and that kind of stuff. And that usually comes after a media manager training. So we've gone a while for that. So anything you do in here, like, is you can try to break it. Like it's very hard to do. I have broken it a few times, but it's very hard to do and we can totally fix it. Um, worst case scenario, I had a client that totally kind of did some weird random stuff in their site, and we just deployed a new site. It just ended up being easier for them and us. So we deployed them a whole new site. You guys will not have that issue. But yes, anything you do in here will be live, it's your carries lives and you can start using it immediately. So what you guys can actually then do is, as these are built, just like we have the regular and special, we can start building one of these. If you have a special meeting, let's just pretend coming up in three days of seven days, let's say. You can start building one right now and playing with this. It's not gonna go live, no one's gonna see it, but you can start playing in the system and checking things out. As you get closer to going live, I usually have people that will tag team. It is more work, but they'll use peak and then they also use their old way of doing agendas. they also use their old way of doing agendas. Just for the simple fact, it's kind of failproof, right? The public's only seeing what they need to. Everyone else that's not in peak yet, they're still doing their own thing. You guys are playing with the system and actually doing it with a current agenda, which sometimes helps make those connections, right? Because we're doing that, it's totally a possibility. What happens if, okay, say, so you just built this, right? And it's the workshop. We've got plenty of workshops and when we build it in here, when you have that, is there a way? Because our workshops are not always going to be at the same location. They're going to be at different locations throughout the city for meeting details. Is there a way to randomly, is there a drop down that when you're building the agenda, you can select different locations for the meeting location? I wish my answer was yes, the drop down, because God, how simple would that be, right? Actually, it's a really great feature request that I think I really kind of like and I'm going to throw that into our product team. But I have two scenarios. I have people that do it two different ways. One of those ways is when they are in the meeting type, when they're building that out, what's not safe planning and zoning issues, you're not like what the heck is this. We'll go to workshop. I'm in meeting bodies going to the pencil, going to location. They will either one leave this blank. And then that way you can, every time you create a meeting, you just type in where it's going to be. I have another group though that what they did because they have a little bit lengthier, they do something like you do. Please use the South entrance from the Julius Street side of the city hall. You know, they have some extra stuff they put in there. So with that, they have actually put in, they have like seven different addresses they can use, they put in all seven here. And then each meeting, when they generate it, they delete everything but the address that's being used. That way, they don't have to retype it every time and they can ensure that the address is correct, right? It's left error because they're not typing. They like it that way. I have others that absolutely hate that and they're like, I'll just type it in whatever it is every time. And then I'll also put in the feature request for maybe making it a drop down where you could enter in whatever locations you need and select from the list. Oh, you know what, let's look at this too. One. I think it's just the details. I don't think that actually comes from me. Yeah, I was going to see if I could trick it and have it come in through boards, but I know I won't do that. And it doesn't help us with the multiple locations. So you can either leave a blank type it in each time, depending on where it's going to be at, or enter all of them in and then just delete out the ones that are not in use for that particular meeting. When we're on the meetings page, we can look at the details of that meeting and we would be able to He gloves when I jump back and forth. There we go. So we can go into the details and we can edit it every time. So if there's maybe a location that it is a lot of the time. You could pull that in. Um, and then that way you're only changing it, you know, you're changing it a little bit less. That would maybe be an option also. Okay. And that you would do any of that anything to do with location. You're going to do through admin meeting bodies for the default set up of it. If you want to just kind of play with it and change it during each meeting, you'll do that through the meetings tab details and not through admin. That help or make sense? Yeah, that... Okay, I guess I shouldn't say does it help because it's not super like... You can't enter in all of them and just select. But I am going to put that in. I'll put it in this feature request. So feature requests for us, we put them in, they go to the product team, and then they look at those. Sometimes they ask questions. Sometimes they'll even reach out to clients with more questions. And then they basically put them in a list and they start prioritizing those things with other feature requests and bugs and improvements and things like that. So I'm going to put that in and I'll tie you guys to it for the product team. I think that's a great idea. So yeah, I don't know. I like this way. I like to be able to have the whole name in it. And I like to be able to turn it different colors so that it's just easier for me and the long run to distinguish those meetings. Do you guys have a kind have a gut feeling on one way versus another way? Drop down. Drop down. We use a drop down now. Having a drop down with workshop, regular, special planning, whatever it may be. Right, when we go to enter a new meeting in, because we use IQM2. And so when we go to enter a meeting in, we select the meeting type, and then we select the meeting location meeting date, you know, it's all on the drop down. Right. And so location isn't going to work that way with peak. It just doesn't. It's so location, you either have to enter them every time or in peak admin put in all locations in the location box. And then you're going to have to delete out the one you don't want. In terms of the meeting body, it still works the same way it's going to be a drop down. So you're going to pick regular meeting. You're going to pick workshop meetings, whatever one you're doing. It's going to pull in those meeting details and then you can build the meeting off of that. The only thing that's not going to be the same or work with that drop down is meeting location. Okay. because if we're going to stick with this, we're going to run into an issue here, so hold on. If we're using the system this way, I like it this way. I just want to make sure though in the future you have to make changes to these. You can't have the same name. So if you had like a regular meeting for planning and zoning, right? You can't call both of them regular meetings. So this way it allows us to do that and you can basically then have whatever names you want. That can be bug. It kills me. Okay. I just like them to be the same as you're starting out and then that way you. You know that this one this meeting type city commission workshop meeting links with city commission workshop meeting meeting body. It's two places we build that in so we have to build it and meeting and meeting bodies. Meeting bodies is going to come over from boards and commissions import meeting types. You will have to set up the agenda for each one. The meeting type is what goes in the agenda headers. Call to order public participation and all of those. Okay. Then what we will do, because I know this will be a thing. We are going to fix your template too. I can't always do template fixes. We do have to submit some stuff to design, but when I can fix them, I'm just going to fix them. Okay. So we've got our reading types that holds the agenda headers. We've got our meeting bodies that holds the agenda headers. We've got our meeting bodies that holds the details Doesn't have the drop down yet for location. I'll submit that for feature request And then from there that's kind of our meeting steps. So what we do to get set up for meetings as you can tell if we don't have those things set up in the system It's very hard to move forward with the rest of peak Because we don't have those things set up in the system, it's very hard to move forward with the rest of peak because we don't have our based agenda set up. So that's kind of why we start there. And then we move into agenda items. Agenda items, there's lots to do with agenda items. And we usually will touch base on this and then I touch base again in our next peak training because I want you to see how these things relate. So when we are creating a new agenda item, we come in here and we create new agenda item. Right now, so peak is a plug-in play. All they have to do is create an agenda item, type in their information into the fields and hit create. Right? That being said, there are some fields, the majority of fields we can control. There are other fields that we can't necessarily control fully, like suggested action. Some people call this recommended action or recommendation. I can't change the name of this box. I can, however, make it pull in on your cover page saying whatever you want. You'll start to see this relation in just a second. So I'm showing you this, so you're just kind of seeing what what drafters will see when they draft an item. They come in here, they put in the title, they if there's a suggested action, they can put one in item type submitting department. So here's where department starts to be kind of could be helpful. They can select what department they're drafting this for. Draftors names will automatically pull in here. would be helpful. They can select what department they're drafting this for. Draftors' names will automatically pull in here. Peek admins can draft on behalf of others. So can agenda coordinators. If they need to. Meeting body, this is where we assign it to a meeting. So we can say we're gonna assign it to the meeting body, city commission, regular meeting. Any dates that we're going to assign it to the meeting body city Christian regular meeting. Any dates that we have available to assign these to we can assign them to for example if we wanted to send this one to the meeting for today we could do that. Actually let's use the 15th. The agenda sections then will populate for them and then they just say, oh, this lives with the consent agenda. We can make these fields required or not. Your custom fields that we know that you guys use is background findings, the school analysis, those we built in and we tied them to your cover page, your memo, right? All they have to do is plug in the information. The attachment option is always there so they can always put their attachments once we type these things then we hit create. So in key admin, what type of things can we control there? So item templates is where your template is housed. That basically gives us that layout. Now, there's some things we can move. Very few things we can move. I'll be honest. There's some things we can make required or not required. There are some things that we cannot rename and cannot make not required. Okay, so this is the template. So this is where we kind of set that base up for our drafters. Item title is a required field by peak. required field by peak. I can't change the title of it here. I can't make it not required. Peak has to have this entered in in order for them to create an item. Suggested action. I can't rename it here, but I could make it required. But I could make it required. Oh, not. Item type. And meeting body are the other two fields in peak that drafters, coordinators, admins will always have to select. They're always going to have to fill this part in. Peak requires it in order for it to work correctly. We'll talk about item type, see a minute meeting body. We already kind of saw a little bit. So that's where when they select. If it's for a city council regular meeting or a city council workshop meet. Not city council city commission. So city commission regular city commission workshop planning and zoning bicycle committee, whatever it is, they'll have a list of drop down items there and then they can go ahead and select from those. And the agenda section on the meeting date and meeting body this item would belong to those can be made required or not. It's completely up to you guys. You just check a box to make them required and uncheck them to make them not required. Now that being said. So, once they select the meeting body, whatever meeting body they selected, let's for city commission regular meeting. It's not going to show them dates for workshop. It's not going to show them dates for planning and bicycle commission airport board. What, you know, any of those other meetings. It's not going to show them those dates. It's only going to show them dates for the meeting body that they selected. Once they select the date, they will be able to select the agenda section. They cannot select a section until they select the date. They cannot select a date until they select the body. And we'll go through this again when we talk about drafting. We'll all kind of work together. They work together because the system doesn't know what agenda sections to show them if we haven't selected a date and a body. Based upon our date, we might have added a field or deleted a field on that particular meeting body date. If we deleted something or added something on that date, when we selected, it populates what's available to them on that particular agenda. And I'll show you more of that. But that's where this can be, usually we'll tell you you don't make a agenda section required if you're not going to require the meeting date. Because they will always get an error because they won't fill out meeting date and they won't be able to get the agenda section. So I usually will say I kind of make it all or nothing or do meeting date and not section. If you guys assign the items to their sections, just make them put it on the date of the meeting that they want. And then you guys can go into the date of that meeting and assign the items to their right sections. So there's some different things we can do with that. But that's how those three kind of work together. Custom fields live before this, that's where we have background findings, fiscal analysis. There is the pencil, we could edit these, although we don't edit them here, I'll show you where we do that. This is though where we could make them required or not. So we click the pencil, this populate, it shows us the title, it shows us the box that they're going to see, and then it shows us if we want it required or hidden or not. That being said with these fields background findings, fiscal analysis, are there fields that are missing? Um, but you guess I want it to be able, when we had our initial sales call, somebody had asked to see if it could be, as there was like a drop down or we could create something to check off for the item being part of our strategic plan, you know, in there. And so strategic, if there, if the staff report writers are entering items that is part of the City Commission strategic plan, they told us that we could flag it that way. I don't know how to do that. Yeah, so we could definitely do that. Although, I mean, we can totally flag it that way. We can filter by that. Do you want it to be, let me ask this. So when they select like a drop down or when they're flagging it as part of that plan, Are they are is it like a yes or no type of thing? Is it more of a they have to actually like select from a drop down of a list of stuff and they have to pick the right thing for the strategic plan? How do you guys do that? We don't do it yet. We were going to incorporate it in the new software. So we can pull it up and do a search on it. Like you just said, we wanted to be able to filter what items the departments are putting in that go along fields and strategic plan is one of them. And we can develop whatever you guys want. But I want to just like we can do a couple different things in the system. And it depends on what you guys want to do. And even if we decide to go a little bit different direction, that's okay. Also. if we decide to go a little bit different direction, that's okay also. So they have strategic planning context. We actually go to their fields and on their fields drop down. They have then select different options, seven different options. So they select like economic, supported, safe, whatever it is. If you'd rather flag it like, is this part of the strategic planning? Yes or no, we can do that. You'd rather do just maybe like a quick, simple yes or no, right? Yeah, this is checked. Check mark. So what we're gonna do is where it's basically a radio button. It's a yes or no field for them. And then what you can do is what do you want to label it? Do you just want to label it part of strategic plan? I can do a full sentence strategic plan item. All right. Now let me ask this question. Let me go to an item because I want to make sure that we question, when you go to an item because I want to make sure that we see I'm going to turn this on. I'll pick the biggest one with the biggest agenda. That's okay. All right, I'm downloading the cover page or peeks cover page for you guys. So we can kind of look at some of these things together. So we've got your background, fiscal analysis, any attachments that come through. So my question for you on this is going to be that strategic plan checkbox. Do you, I know it's for internal. I know you guys want to see those items. Do you also want it to show on the staff report? Like the yes or no. Okay. Perfect. That's all I need to know because I have to submit a ticket to design for that. So we're going to go back to admin. We're going to go back to item field. I want to just put that one there and then go back to templates to full item. We're going to. Okay. So I'm in the template again. All I'm going to do is come down here and say add field. We're going to add okay, so I'm in the template again. All I'm going to do is come down here and say add field. We're going to add the strategic plan item. And I'm assuming you want to make this one required, like they have to check yes or no. Yeah, especially if it's new and they're not quite used to it. Okay, so we're going to make that required. So now, and it's not going to show up on that cover page yet, because I have to submit that to design. But if by say create new agenda item, they'll come in here, they select the title, the suggested action, the type, the background, the findings, there is that question. So now they'll have to select yes or no. And then you guys will be able to go to advanced search and you will be able to sort by the strategic plan item. You can search by yeses, you can search by noes, and then you'd click search, you didn't have any because we haven't filled one out with that yet. It will display a list of all yeses of strategic plan item question. We're all those or a combination. You can filter this literally however you want. So you could also filter by type, by drafter, by date, whatever you wanted to do here. But that is how we can then make that filterable. The other thing you can do with that is when we have those results, we can export those to a CSV file. So if you need to report on those, or a city commission wants to see a list of those, you can totally produce that. Is that what you were kind of going with when you had that discovery call with sales? Yeah. Okay. And we can play with this. We can totally play with this. What I do want to do though is at least get it on everything so that we can start seeing how that looks. That being said, is there a place that you want that to show on your staff report? Should it go above the staff report created by? Should it go below it? Where do you want that to live here? Yeah, it could go above staff report created by. That's a good place. And attachments, we don't really need that. Well, they do sometimes I guess never mind or mine. I'm not. And it's above staff report. Okay, and they have full control over name. This is just what we have in the throwman here as, but they have full control over the name. Sometimes that's an internal question you'll get. Well, my attachment gets named this, and mine is named this, you know, and that could totally be something more like an internal, this is how we're naming attachments moving forward, just so that it's all consistent, right? Okay, let me do this. Hold on before I forget what to go here. So, Okay, let me do this. Hold on before I forget what to go here. So. And here. I'll put details of what we want it to look like. So do we want it to say strategic plan, strategic plan item question mark. Kind of what I'm going for is like we're going to have fiscal analysis colon, it's bold, it's underlying. Do you want the same format for that question? And do we want it in the form of a question or do we want to simply just state strategic plan item? And then they'll display the box, yes or no? Yeah, strategic plan item, yes or no? With that box, that way they'll be able to. That's easier for them. Okay, perfect. And I just have to tell design how we want to pull that in. So I will make sure I submit this to them. We will do like this. I'm going to say or think you might want to use whether it's internal and should show or not? Now just that. Okay. Now let's be honest. If you guys let's stay down the, because we have a lot of trainings, right? Down the road, you're plugging along, and you're like, you know, we've talked about it. We think we need to add this, just tell me that. All we will do then is we'll jump on here, we'll add it. I send the ticket to design, and we make those changes. I do not expect you to know all your ins and outs and all your changes you want to make today, tomorrow, next week, even. It's going to be a while we're going to make changes throughout this whole process. Okay. Okay, let's turn this search off. So basically with that, you're not going to use items fields a lot. This is where your custom fields are. And to be honest, if you add any custom fields, they are not going to show up on that staff report until you guys let us know and we put them on. Put in a ticket to design. So just if you want to add something like that, just let me know what you want to add will get it added in there for you will send it to design and will make it easy. Okay. will send it to design and will make it easy. Okay. So your template is looking kind of like this right now. Are there any other fields so far that you know that you would want to be required, whether it's department or date or any of those? Department needs to be required, yeah. The department needs to be required. And we're has meeting dates. Yeah, that needs to be required. Two. Excuse me. So here's a question I don't know about. We've got first readings and second readings, of course. You know, so the first reading they do with staff report, they put it in in our current system. And then all I do is go into our minute maker and change the date like to it continued, like approved on first reading and then it automatically populate over as an agenda item without us having to redo it for the second meeting. Does this system do that too? Let me ask this question. Do you do kind of like, do you version it or do you just keep it separate or do you like what the heck the person? Yeah, I don you like what the person. Yeah, I don't know what that means. Okay, all right, so let me let's talk about this just a little bit and we'll get into depth on this when we go through items on our next training, but when we create an agenda item, I think what you guys will use that for is versioning. So let's just borrow here ordinance conduct the first reading ordinance. Awesome. Here's the first one. Okay. So this is the start of that item, right? This item goes on to the agenda. It was put on on the move it. We're going to move it to the February 12th meeting. And it's going gonna live on the floor. There we go. Ordnance is first reading. No, hey, so it lives here, right? That's where it lives. We go February 12th, which of course is today, but that's okay. We go to that meeting, it does its thing, we record it, you do your minutes. And now it's done on the first reading. Okay, we go to that meeting, it does its thing, we record it, you do your minutes. And now it's done on the first reading, we need to move it, or it needs to go to a second meeting for the second reading, right? We can just duplicate the item and you can assign it to the next meeting, put it on the second reading and make any changes. It's basically you're just duplicating everything in that item and then it allows you to edit it. Item 1 stays on the meeting for the 12th and item 2 could go on the meeting for the 15th. So item 1 is for the first reading, item 2 is for the second. Which is okay. I have a lot of people that do that. There's nothing wrong with it. This is why I like versioning for that. If you version something, what this is gonna do is it's going to create a versioned item. Let's just let yes for now. So we'll have some data on that. Okay, if we version this, what it's gonna do is it does make an exact copy, right? So it's gonna take everything here from the title to the department that drafted it to attachments supporting documents on it, it all gets copied over. But here's what it does. We're gonna create a new one. It's gonna take us from V1 to V2. What this does is it adds this box where we can jump from version 1 to version 2. Version 2 can be assigned to the next meeting date. So instead of the 12th, we'll put it on the 15th. And it can be assigned to, in this case, second reading. We can save this one. And then we can still come in here. All of this, this is identical to what it said on the first reading. So now what we would probably need to do is change this. Maybe you come in here and just say, second reading of an ordinance. Maybe you put, was adopted on this day or maybe it wasn't adopted. Maybe it was discussed. And then we keep going, blah, blah, blah. Okay. So what this does is it keeps the entirety of this item to the reason I like burgeoning is because now, let's say six months from now, you need to find this item. Let's say for whatever reason, instead of looking for two items, you're looking for the first reading. And then you have to go find the second rating six months later. How fun is that, right? Now you're looking for one item, and it's going to show you the history of this item. It's going to show you that on version one, that we're on four back on now, it was assigned and talked about on this agenda. Version two had some changes and updates, and they did XYZ. And it lived on this agenda on the 15th. There we go. And it lived in the second reading. It's going to basically, it duplicates the item, but it keeps it as one solid item. So that you're only having to search a year down the road for one item. You're keeping the versions together. You're keeping the historical purposes, right? So that we know, because we can version as many times as we want. We know the first reading in version one, they talked about blah, blah, blah, blah, blah. We versioned it so that we keep version one that happened at that meeting, that's what happened. When we version it to two, that's where we can put it in our notes during the first reading such and such was said, this happened, that happened, here's this no awesome, right? But it's not touching version one, it's not touching the first reading. So it's going to keep your item together. But basically create two instances of it. Does that kind of making sense a little bit. Yeah, it does. That makes good sense. I like that. Okay, okay. Sometimes I get ahead of myself. So seriously, if you're like, what are you talking about Lucy, you just tell me. But that's why I like version for what I think you guys could use it for with those first first reading second ratings because it sounds like, I mean, it's pretty much the same item. It's just this is the first reading. This is what we did and now we're on the second reading and this is what we're we're trying to do for this part of it um and then you only have one item you're looking for and how that works then here is one we're in items but it's going to show you in page version two, here's version one. It just makes it easier to collaborate. It makes it easier to keep everything in one place as you move that item along. I have people that have versioned items 15 times. Council move to push item to next agenda. So then they version it so that they show still on that first agenda. They didn't talk about this. They were going to and then they show on the second they were supposed to talk about it here but they didn't and so they versioned it like 15 times and it was amended and discussed and amended and discussed and amended. Finally it was approved like you can do it as many times as you want, but instead of 15 items that you have to go back and sort through the hull of blue, you've got one, and you just click through the versions. So I think that would work. I think we'd want to play with it just a little bit so that you guys really know, make sure that it would work for you guys. I think it would, but I want to make sure of that before I'm like, yeah, do this. And then you're like, I've Lucy told us to do this and we're a mess now, you know what I mean? So yes, you can totally do that. You also, as you saw, you can duplicate an item and it literally just creates a duplicate item. But instead of being 17 version two or 17 version three, if we duplicate this instead of being version 17, we go to the next number in the series, which somebody already created 18. So that's why we're at 19. But this is two completely separate items. See how that version went away. So now I wouldn't know that history until I pull up those items. How are you feeling right now? Overwhelmed. Do you feel okay? No, I feel pretty good. Yeah. Okay. And any other things that you're like, you know, we talked a little bit about this. Let me know that sometimes not all those notes necessarily come over. Um, and I apologize for that. But let me know because I'm all about, you know, if we can make it work, how you need it to work, we'll make it work that way. Sometimes I have to tell you know, but most of the time I can be like, oh yeah, we can do this. So anything like that that you're just not sure of throw it out there because we might be able to do something with it to make your guys is lives easier. What I want to do though is because I know that we're what is it is it to are we at to yes, I don't want to keep you guys. It's super late, like I have already done once. And we're at an okay stopping point. We have a couple things and items to talk about, but we're gonna talk about items again on our next training. What we will do with that, I need to finish short, some political there. What we will go ahead and do with that, let me look at our training schedule. I'm gonna put some notes in our next training, but basically we will be talking about drafting items. And I'm gonna teach you guys how to draft an item, what it looks like, but what we also do side by side is we talk about these things here, the item types, the item IDs. We go back into fields if we need to, and we're going to talk about item approvals. And then that way you guys are on a really good path after next time to. If we're using workflows, the easiest part is setting them up and peak. The hardest part is figuring out how you want to set them up. What flow you want them to have. So we're going to get into all of those details next. Does that sound okay? Well, that's okay. You know what? I don't think I've put your other meeting on your site yet. I'll look at that. I'll make sure it converted. I will get this meeting and our Monday meeting uploaded the recording in case you want to review it. And then if you guys want to start by adding in your drafters and agenda coordinators, I am going to reach out to Brian on the BNC data or the boards and Christian's data. And just see if that's really something he can at least throw into the system for me possibly is that I know he's out on his journey. So I'll ask him if he did that done kind of a sap. That way you don't have to kind of rain them every will. And I think then also be a good thing to start putting in. You don't need to go to the meeting body yet, wait till we do the import, because that all you'll have to do is open the meeting body, fill in a few details, and assign the type. But if you start building in those types that I just make your life easier, I think, of a long ground, depending on how many you're going to use. And that's the one where you give it a title. Like you'll eventually will give it an archive folder, which I will update for you when we cross that bridge. And then make sure you select the agenda template, which there's only one. Select the numbering scheme and then build that agenda out how it should be by default. Is that sound good? That's fine. Okay, if you run into any issues, any at all, my good rule of thumb with peak, if you can't figure it out in five minutes or less, just leave it as this. Let me know because it's usually something that's not huge that we can usually work through real quick together. So don't get frustrated and spend you know a normal amount of time on it. It's five minutes or less and you can't figure it out. Just give up, send it over to me. Okay. And then we'll get you taken care of. Okay. I will touch base with Brian. I will let you know the outcome of that and just when, you know, we can think of getting that in and whatnot and then we can go from there. Okay. Sounds good. Yes. Right, ladies and I kept you over a few more minutes today and I apologize, but otherwise send me anything. If I don't hear from you prior, then I will just hear from you at our next meeting, which I wanted to make sure we have on here correct, which is the 18th. We have another one on the 19th after the 19th. You guys are going to feel a lot better, I promise, or better than you do. Okay? Okay, yeah. All right, we will talk to you at the theater. You need anything. Shoot it over to me and we'll go from there. All right, we hope your day gets better. Yeah, thanks ladies. Hey, like I said, works great. Which is unusual, right? All right, ladies, thanks so much. Have a good rest of the day. All right. Bye.