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Using the Legistar Meeting and Agenda Sync

The Legistar sync is intended for meeting administrators who want to keep their PublicInput boards and agendas in sync with Legistar.

Written by Jay Dawkins

Overview

When the integration is active, PublicInput regularly pulls committee and meeting information from your Granicus Legistar account. Meetings can be created automatically and updated every 15 minutes by our background service. You can also manually trigger a sync at any time.

The connection is managed from Integrations in your customer settings. Each Legistar connection stores:

  • Account Name – your Legistar client URL (e.g., yourcity.legistar.com).

  • API Key – only required if your Legistar account needs one.

  • Destination Department – where new committees should be created if you auto‑import them.

  • Sync Days into the Past – how many days of past meetings should be synchronized.

  • Auto Import Committees – automatically create PublicInput boards from new Legistar committees.

  • Synchronize Agenda Sections – create agenda sections in PublicInput based on a field in Legistar (such as Item Status).

  • Automatically Sync – determines whether PublicInput will continually sync or wait for manual syncing.

Setting Up the Connection

  1. Go to Settings → Integrations and locate the Legistar section.

  2. Click Add Legistar Account and enter your account details.

  3. Choose whether committees should be auto‑imported as boards, select a destination department, and set how far back meetings should sync.

  4. Decide if agenda sections should be created automatically and which field should be used for grouping.

  5. Toggle Automatically Sync Every 15 Minutes if you want meetings to update without manual intervention.

  6. Click Save Account Settings.

Once saved, the connection details appear in a summary card. From there, you can Edit, Sync Now, or Delete the connection at any time.

How Meeting Sync Works

  • Every 15 minutes a background task checks Legistar for new or updated meetings and agendas.

  • New Legistar committees can create matching boards in PublicInput (if auto‑import is enabled).

  • Agendas from Legistar are imported into your meetings. Items are grouped into sections based on the field you selected (commonly "Item Status").

  • If you delete an agenda item or section in PublicInput, the next sync will bring it back from Legistar. To prevent updates on a particular meeting, open the meeting and Pause Sync.

  • You can resume syncing later or click Sync This Meeting Now to immediately fetch the latest agenda.

Moving Meetings Between Boards

Currently, each Legistar committee maps to a single PublicInput board. If you need to place meetings from multiple committees on one board, move them manually:

  1. Open the meeting’s Admin page.

  2. Click Move to a different project and select the desired board.

  3. The meeting will appear on the new board’s public portal. Be sure to unpublish the original board if it should remain hidden.

Troubleshooting

  • Agenda items keep reappearing after I remove them in PublicInput – pause the sync on that meeting to prevent Legistar from restoring deleted items.

  • Changes aren’t showing up – use Sync Now from the Integrations page or from a meeting to pull the latest data.

Additional Notes

  • Only active (non‑archived) boards will continue to sync.

  • Background sync runs every 15 minutes; manual sync options are available in the meeting agenda interface if you require immediate updates.

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