ClerkMinutes matches the voices in your recording to the people in your Departments. The more complete that list is, the more speakers will be named automatically. This page shows you how to set it up and keep it current.
Why it matters
Each department (for example, City Council, Planning Commission or Public Works) holds a list of members. When a transcript is generated, ClerkMinutes uses those lists to put names and titles on speakers. If someone isn't in a department, they'll show up as "Speaker 1" or "Speaker 2" until you add them.
What to add
Start with the people who speak at most meetings:
Elected officials and board or committee members, in the department for the body they sit on.
Staff who regularly attend, such as the clerk, manager, attorney and department heads.
You don't need to add every public commenter or one-time guest. You can add them from the transcript when they appear (see below).
Add a department
Open your account Settings and go to Departments.
Select Add department.
Enter a name, such as "Planning Commission", and save.
Use the same names your meetings use, so it's clear which body each person belongs to.
Add members to a department
On the Departments page, open the department.
Select Add member.
Enter the person's name and title (for example, "Councilmember" or "Town Attorney").
Save.
An email address is optional. If you only want a person's name to appear in the transcript speaker list, you can leave the email blank. They won't get an invitation or access to your account.
Add someone while reviewing a transcript
If someone speaks who isn't on your list yet:
Click the speaker label on a transcript line.
Select Add Speaker at the bottom of the list.
Enter their name and the department they belong to, then confirm.
They'll be saved to your member list and can be matched in future meetings.
Keep your list up to date
Update your departments before you upload a recording, especially after an election, a new hire or a change in who sits on a board.
Add new members and staff.
Edit names, titles and spellings so they appear the way you want in your minutes.
Remove people who have left, so they aren't suggested for current meetings.
Tips for better matching
Use full names and consistent spellings.
Put a person in every department they actually speak for. Someone who sits on two boards should be on both lists.
Use clear, official titles. They appear alongside the name in the transcript and your minutes.
Next steps
How speakers are identified: how ClerkMinutes uses this list
Review & correct speakers: fix any names that don't look right