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In a regular open session meeting agenda, any agenda item can be marked as a Closed Session Special Action in the template. This will create a closed session meeting within the regular open session – only those with access to closed items will have access to this section. To grant closed session access to individual participants, ensure the Allowed in Closed Session checkbox is marked off when setting up a user to be a participant in an attendee group. 

When creating a meeting using this Closed Session special action, click on the Closed Session from the meeting mode drop down to get access to the closed session. 

To start adding items to your closed session agenda, click on the Agenda's options menu and clicking on the Add Item option.

Creating an item in closed session will provide for two titles: Open Title and Open Description (will appear on the open session agenda) and Closed Title and Closed Description (will appear on closed session agenda). These fields allow users to control how descriptive the agenda item should be for public knowledge and attendees of the closed session. The closed session meeting can be prepared and managed similarly to the open session. The major difference is that Closed Sessions cannot be published to the public. 

In the closed session, you have the option to have the minutes and motions also appear in the open session if the Show in Open Session checkbox is marked off. If left unchecked, the minutes and/or resolution(s) will only appear in the closed session minutes. 

When complete providing the information for closed session item(s), navigate back to the open session meeting by clicking the Meeting from the meeting mode drop down. 

The open session agenda will be updated to display the Open Title and Open Description (if filled in) from the closed session items only. 

At time of preparing and publishing the agenda, both the open session and the closed session must be prepared and published separately, as two separate versions are created.

Note: The information for the closed session items are held in a separate storage location than the open session for enhanced security measures.

For participants that are using either the eSCRIBE web browser or eSCRIBE apps, navigation between the open session and closed session meeting is quite simple. Only one meeting appears in the meeting list, and participants can switch back and forth by clicking the Meeting/Closed Session meeting mode drop down, similarly to the Administrator navigation as described above.

To facilitate the capture of minutes details using eSCRIBE, Administrators will move each the open session and closed session into Meeting (In-Session) mode and capturing all necessary minutes information.

Note: A roll call can be done at the start of the closed session to capture details of which participants are in attendance for the closed portion of the meeting.

Throughout the course of the meeting, Administrators may navigate back and forth as many times as necessary between the open and the closed session. Once the meeting has concluded, each session can be moved to Meeting(Concluded) mode for after meeting review, finalizing the minutes, and task creation.