This article is intended to assist new users to eScribe in acclimating to some of the roles and new terminology used throughout eScribe and in training.
| Term | Definition |
| Abstain | Formally decline to vote/refuses to vote either for or against a proposal or motion. |
| Activate User | Providing a user access into eScribe using their username and password. |
| Action Menu | A menu that gives you a series of options you can do when conducting a meeting. Options available: Attendees, Roll Call, Live Streaming (if Live Streaming module enabled), Public Display, Meeting Announcements and Settings. |
| Addendum | A type of agenda package where the late item added will only be seen with the agenda template features. |
| Administrator | Administrators have global access to manage the eSCRIBE environment and all modules, meeting types, and attendee groups. However these users can only access meetings that they are listed in the attendee group as an administrator (they cannot see everything in eSCRIBE). |
| Admin Assistant | Refers to a user in an approval who is tasked with selecting a delegate/ option to also act as a delegate. The Admin Assistant will be copied on approval email notifications sent to the Approver. |
| Approval Group | The list of eSCRIBE users who will be reviewing the draft reports for approval. |
| Approver | User who is tasked with completing a step in a workflow. |
| Attendee | User(s) who attend meetings. |
| Approval Group Administrator | These users (s) have the ability to manage approval groups as well the ability to add and edit all workflow groups. |
| Attendee Group Administrator | These user(s) have the ability to manage attendee groups including adding, deleting and modifying attendees from a attendee groups. |
| Chair Comments | Comments made between the chair and administrator on agenda items. For example: Administrators can communicate to the Chair a reminder to do at the beginning, middle or end of a meeting. |
| Consent | Refers to action of approving all(or some) items in a category with a single motion. |
| Contributors | Individual who is responsible for creating and submitting reports, and various other agenda items into a meeting. |
| COW | Committee of the Whole |
| Delegate | A person(s) that is authorized to represent others and make approvals on behalf of another individual. The Admin Assistant will assign the approval task away from the main approver to the Delegate in these situations. Admin Assistants can also be Delegates (if |
| Description | Extra information about an agenda item listed |
| Document Manager | The module that involves preparing a draft document, putting it through an approval group and adding the approved document to an upcoming meeting |
| Document Template | A document structure that will be used for each draft document, which highlights consistent formatting and information that should be captured for meetings. |
| Group Comments | Comments made by multiple meeting attendees on Agenda Items, seen by all attendees. |
| In-camera/Closed Session /Confidential/Executive Session | Meetings and documents that only involve certain attendees' presence. Information discussed or included in these documents should not be disclosed to the public. |
| Main Navigation Bar | The menu bar located on the left side of eSCRIBE. This is where users will access a variety of options from creating and publishing agendas/minutes to creating analytic reports. |
| Meeting Type Administrator | These user(s) are able to create new meeting types, and edit meeting types where they have been listed as a Meeting Type Administrator in the meeting profile. |
| Meeting Adminstrator | These user(s) are able to administer and conduct meetings for any meeting where they have been listed as an administrator within the meeting’s Attendee Group. As add-on permissions to this role, a meeting administrator can be allowed to view draft & approved reports for certain meeting types, as well as to create meeting of certain types. |
| Meeting | Formerly known as a meeting site. With access to eSCRIBE, this is where you will see the meeting's agenda, conduct the meeting and publish the meeting's documents. |
| Motion | A motion is a proposal that is put before a meeting for discussion and a decision. |
| Motion # | If there is a standardized numbering for each motion, this field would be used to label each motion with that number. |
| Options Menu | Illustrated with a |
| Participant | Non-administrative meeting attendees, such as Councilors/Board Members/Committee Members and Staff. With additional attendee settings, these users can be voting or non-voting participants in meetings. |
| Pending Referral | When an agenda item is in the process of getting referred to an upcoming meeting, this label will be shown on the agenda item when you access that meeting. |
| Super Administrator | Super Administrators have access to all meetings on the eSCRIBE, even if they are not listed as an administrator in a meeting. |
| Private Comments | Comments made against an Agenda item that is only visible to the user who made the comment. |
| Readings (1st, 2nd and 3rd) | When a motion is brought forward on several occasions for review. |
| Recess | Break or a period of time when the proceedings of a parliament, committee, court of law, or other official body are temporarily suspended. |
| Recorded vote | The recording of the name and vote of every member voting on any matter or question. |
| Refer | The action of "copying" an Agenda item to a different body or meeting type |
| Regrets | Staff that are not present |
| Resolution/Motions/Recommendation | A proposal that is put before a meeting for discussion and a decision. |
| Resolution # | Free form text box that allows Administrators to capture their resolution number format : IE: 2015-RC-___ . These numbers are currently not auto-generated and will be edited by the administrator. |
| Sponsor | The person(s) responsible for an agenda item. |
| Tasks | A piece of work to be done or undertaken by a individual. |
| Tab Bar | In a meeting, these are the set of options to view the meeting, prepare agenda and minute packages and publishing agenda and minutes. Options available: Agenda, Package and Publish |
| Task Manager | The Task Manager role allows a user to create and manage tasks either inside a meeting, or via the Action Log Tasks. |
| UI | User Interface - the component of the software which interacts with you, users. |
| Visitor | These user(s) are able to see meetings where Visitor view is enabled. Visitors are eSCRIBE users who are not part of the attendee group, but should have access to meetings once they are published for visitors. This role may be used in on its own or in conjunction with another role. For example, if a contributor also wishes to view meetings as a visitor. |
| Weighted Vote | This type of vote is used in meetings, where votes are weighted by an assigned amount, usually in Regional Districts where votes are weighted and assigned to Councilors based on populations of the regions they represent. |
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