The meeting speaker report gives you one record of public comment for a meeting: who signed up to speak, who was heard, on which agenda item, and how long each person spoke compared with the time they were given.
It's built for clerks and meeting staff who need to answer a public records request, brief the board, or check how a hearing ran. You create it from the meeting's Post Meeting tab in one click, and it fills in from the speaker data you already collect during the meeting.
Before you start
The Create meeting speaker report button appears once the meeting has an agenda. Anyone who can view the meeting can open the report. Speakers' email addresses, phone numbers and home addresses are shown only to Publishers and Administrators.
What you can do with the speaker report
See how many people signed up, spoke, or didn't show, split by in person and by phone.
Open any agenda item to see every registered speaker, their outcome, when they started, and how much of their allotted time they used.
Search for a speaker by name and open their profile, including how many meetings they've attended and how often they've spoken.
Print the report, or share it with a link that leaves out every speaker's contact details.
Add any section of the report to your own dynamic reports.
Where to find it
Open the meeting and go to the Post Meeting tab. In the Dynamic Reports section, select Create meeting speaker report. It sits next to Create meeting comment report.
Step by step
Open the meeting from Meetings and select the Post Meeting tab.
Select Create meeting speaker report. The report opens in a new browser tab, titled with the meeting's name.
Start with the Does it add up table. It shows how many speakers signed up, spoke, or didn't show, in person and by phone.
Scroll to the agenda and select the arrow next to an item to see its speakers. Select a column heading to sort the list.
To look up one person, search the speaker directory and select their name. Press Escape to close their profile.
Go back to the Post Meeting tab. The report is now listed in the reports table. Selecting Create meeting speaker report again opens the same report, so you won't end up with copies.
How the report counts speakers
Every sign-up ends as either Spoke or No show. Spoke plus No show always equals Signed up, so you can check the table at the top against the agenda below it. Someone turned away because the meeting reached its speaker cap counts as a No show and is marked as over the cap.
Speaking time comes from the timer on the Speakers tab. If nobody ran the timer for a speaker, their length reads "not timed" and they're left out of averages and allotment percentages, so a missed timer never shows up as a zero-second comment. People and sign-ups are counted separately, because one person can sign up for several agenda items.
What it does not do
A few things the report leaves out on purpose:
It's read-only. To correct a speaker's outcome or time, change it on the meeting's Speakers tab and reopen the report.
It covers one meeting. There's no roll-up across several meetings.
It doesn't include transcript excerpts for each speaker.
It doesn't track interpretation for each speaker. Extra time for interpretation is shown for the agenda item.
Callers sharing one phone line show that count on their row, but they aren't added to the people totals.
Tips and limits
The report shows when its data was read, in your time zone. If staff are still marking speakers, reopen it to see the latest.
A column with no data for the meeting, such as organization, is hidden instead of shown empty.
A phone caller's language comes from the line they called on. An in-person speaker's language comes from their registration answer.
Links to the meeting's published dashboards appear when Meeting Dashboards is turned on for your account.
Data Viewers and Editors see names, organizations and speaking history, without contact details.