How to Run a Meeting Live in Agendized – Agendized

When a meeting starts, Agendized switches from the static meeting page into Run Mode — a live screen that tracks the agenda in real time, times each item, records roll call and votes as they happen, and automatically builds the minutes as the meeting progresses. This article walks through the tools available in Run Mode and how both presiders and other participants use them.

Starting the meeting

Navigate to the meeting (from Next Meeting, Recent Meetings, or View All Meetings on the team page).
On the meeting's detail page, click Start meeting.
You'll see a brief pre-start screen confirming the meeting hasn't started yet and that you'll be advanced to the first agenda item automatically. Click Start meeting again to begin.
The meeting status changes to In progress, and you're taken into Run Mode at the first agenda item.

The Run Mode layout

Run Mode is split into three areas:

Agenda (left panel) — every section and item in the meeting, in order. The current item is highlighted. Completed items show a green dot and their completion time. Click any item in the list to jump to it.
Current item (center panel) — the agenda item currently selected, labeled Currently Discussing, along with its motions, notes, and the controls described below.
Roll call (bottom-left panel) — every voting member on the team, their Present / Absent / Excused status, and whether they're currently In the room or have Left.

At the top of the screen you'll also see the meeting's overall Elapsed timer and, on the current item, an On this item timer tracking time spent on that specific item.

Presiding over the meeting

Whoever is running the meeting (typically an Officer, or the member designated as Presiding Officer when the meeting was scheduled) has access to:

Pause — puts the meeting into recess. The button changes to Resume, the meeting's status badge shows In recess since [time], and a banner explains the meeting is paused. Click Resume to pick back up.
Mark complete / Skip / Defer on the current agenda item — moves the meeting forward. Marking an item complete automatically advances to the next item in the agenda.
End meeting — available once you're ready to adjourn (see "Ending the meeting" below).

Taking roll call during the meeting

The Roll call panel lets you correct attendance in real time:

Click Present, Absent, or Excused next to any voting member to update their status.
To record that someone arrived or left partway through the meeting, expand Record an arrival or departure at another time, choose the member, select Arrived or Left, set the time, and click Record.

Working with motions

Each agenda item has its own Motions section. Click + New motion to record one (see the separate article on creating a motion and choosing a motion type for details on that form). Once a motion has been moved and seconded, a toolbar appears with the tools for moving it through debate and a vote:

Open debate — marks the motion Under Debate, which is mostly informational: it signals to everyone watching that discussion is underway.
Call to vote — closes debate and opens voting. The motion is marked Under Vote, and the tally (Aye / Nay / Abstain) updates live as votes come in.
Record outcome… — a dropdown of quick, no-count dispositions for motions that don't need a formal vote tally, such as Adopted by Unanimous Consent, Laid on the Table, Postponed, Postponed Indefinitely, Referred to Committee, Received and Filed, Continued, or Objection Raised. Choose one and click Record to apply it.
Withdraw — withdraws the motion before it's voted on.

How voting works

Once a motion is under vote, voting members can cast a vote two ways:

Vote for yourself — if you're a voting member (Officer or Member role) viewing the meeting, you'll see your own Aye / Nay / Abstain / Recused buttons. Click one to cast your vote; the page confirms with "You voted [your choice]" and updates the live tally.
Record bulk votes — the presider or recorder can expand Record bulk votes to enter every voting member's vote from a single panel, which is useful when the chair calls for votes out loud (a voice vote or show of hands) and someone transcribes the result afterward. Each participant has a dropdown (Aye / Nay / Abstain / Recused / Absent / —), and setting a row to Absent records that the member wasn't in the room for that specific vote without changing the general roll call. Checking Record as roll-call lists each member's vote individually in the minutes, in submission order — some public bodies require this for compliance.

When you're ready to finalize the vote, click Close voting. Agendized tallies the recorded votes and automatically marks the motion Disposed with an outcome of Adopted or Failed based on a simple majority. A Correct recorded votes link remains available afterward if a vote needs to be fixed later.

Chat during the meeting

While a meeting is in progress, a Chat bubble appears in the bottom-right corner for side conversation between participants. This chat is separate from the official record — see the separate article on using the meeting chat sidebar for details.

Ending the meeting

Once every agenda item is resolved (completed, skipped, or deferred), click End meeting in the top right.
A confirmation explains that any items still pending or in progress will be marked complete, while items already skipped, deferred, or cancelled keep their status. Click End meeting now to confirm.
The meeting returns to the static meeting page with a status of Completed, and Agendized has already assembled the minutes from everything recorded during the live session — agenda timestamps, motions and their outcomes, vote tallies, notes, and roll call.

A note on viewing vs. participating

What you can do on this screen depends on your role on the team:

Officers and voting Members can see and use the full set of tools above, including casting their own vote on motions.
Advisers, Observers, and other non-voting roles can follow the meeting live — the agenda, current item, motion text, debate status, and live vote tallies all update for them in real time — but they won't see vote buttons for themselves, since only voting members can move, second, or vote on motions.
Meeting-flow controls (Pause/Resume, Mark complete/Skip/Defer, Call to vote, Close voting, End meeting) are generally used by whoever is presiding, most often an Officer or the meeting's designated Presiding Officer.

For more on what each role can see and do, see the separate article on roles and permissions.