In order to create a "Town Hall" meeting (whether for Public Meetings or not), you must contact IT to have your permissions updated.

If you are creating a Public Meeting and already have access to the Virtual Board Meetings account, you do NOT need to contact IT.

Connect to Virtual Board Meetings account (Public Meetings only)

All Public Meetings should be created using the Virtual Board Meetings account.

If you do not have the username and password for this account, it is stored in the 1Password vault titled Public Meetings.

For Public Meetings, you only need to do one of these setups, whichever you prefer.

1. Edge: Sign in and create multiple profiles in Microsoft Edge
   
2. Teams: Manage accounts and organizations in Microsoft Teams
   

Creating the meeting:

Microsoft Edge

1. Open Microsoft Edge
   
2. In the top right corner, click the Profile list and sign into the "Virtual Board Meetings" account
   
3. In the Favorites/Bookmarks > Select "Microsoft Teams"
   
1. If you do not see the favorites, go to https://teams.microsoft.com/v2/
   
4. In Microsoft Teams, open the calendar
5. Select the drop-down arrow next to New Meeting > Select Town Hall (Shown Below)
   

Microsoft Teams

1. Open Microsoft Teams
   
2. In the top right corner, click the Profile list and sign into the "Virtual Board Meetings" account
   
3. In the Virtual Board Meetings account, open the calendar
4. Select the drop-down arrow next to New Meeting > Select Town Hall (Shown Below)
   

Required Meeting Settings:

1. Update the Title to what the meeting is for
   
1. DO NOT put the word Virtual in the meeting
   
2. It's coming from the Virtual Board Meeting account and this is implied, it just creates extra work when posting the recording
   
2. Ensure that the Start Date and End Date are correct
   
1. They will default to the time it is now, not when you have selected on the calendar
   
3. Always ensure that the following are set as Co-organizers
   
1. William Brinker, Kevin Hawk
   
2. Someone from IT will add the person responsible for producing the meeting
4. Always ensure that the following are set as Presenters from your Org
   
1. Council Chamber (SCOMPUTER)
5. If anyone else needs to present Virtually:
   
1. Part of Organization: Add them to the Presenters from your org: field
   
2. External: Click on the Add external presenters and enter the person's e-mail address in the new field that shows up
   
6. Under Event Access, YOU MUST CHOOSE Public
   
Warning:  If you do not choose Public, you will have to re-create the meeting. There is no option to switch this setting once the meeting is created.
7. Ensure Enable attendee emails is enabled
   
1. Add members here from the Communications Department who will post the invite to social media sites, and the Records Department, who will post the transcriptions.
   
8. Ensure that Manage what attendees see is enabled
   

Edit more options - These options are set by IT administration or already updated (please do not make changes)

Publishing and Sharing

1. Once you're done with the settings, click Save and send invites
   
2. AFTER YOU HAVE SAVED, you still need to "Publish" the meeting
   
1. As long as the meeting is saved and the Save button is grayed out, click the purple Publish button in the top right
   
3. Once published, it will give you the Join link to be shared
   
1. If you did not copy the link or need to get it again, click Share event and it will be the same link