Platform · City hall and council chambers
Council chambers, hearing rooms and every internal room in city hall.
The clerk's calendar is usually the last one to be consolidated and the one with the most at stake, because an open meeting has to be published, noticed and defensible. Chambers, hearing rooms and internal meeting space run on the same platform as the rest of your portfolio.
For city clerks, county administration, boards and commissions.
What this business area covers
- Bookable
- Council chambers, hearing rooms, committee rooms, internal meeting rooms
- Users
- The clerk, boards and commissions, every department, external renters
- Publication
- Public meeting calendar, agendas linked, notice requirements
- Charging
- No charge internally, external use fees, internal cost allocation
- Approval
- Clerk-controlled, always
- Publication
- Public calendar from the same record
- Access
- Single sign-on for staff
- Charging
- Free internally, fees for external use
What it books
Public business and internal business, on one calendar.
The reason chambers sits in Outlook is that nothing else respected the clerk's control over it. Consolidating it does not mean giving that control away.
- 01
Council and committee meetings
Held by the clerk, published to the public calendar from the same record, with notice periods and agenda links handled once rather than in two systems.
- 02
Boards and commissions
Planning, zoning, library and parks boards booking their own recurring slots within the rules the clerk sets, without emailing to ask.
- 03
Internal department bookings
Every department booking meeting rooms across city hall with single sign-on, at no charge, on the same diary as the public spaces.
- 04
External use of chambers
Where your policy allows outside groups to rent chambers or a hearing room, the fee, the insurance requirement and the conditions apply the same way as any other facility.
What the clerk keeps control of
Approval, publication and precedence.
Toowoomba Regional Council
Community facilities went live first, integrated with the finance system, receipting and single sign-on, with further business areas following in later phases rather than in one high-risk cutover.
- Clerk-controlled approval. Nothing lands in chambers without the clerk's approval, whatever the requester's department or seniority.
- Public meeting precedence. A council or committee meeting takes precedence over an internal or external booking, and the platform holds the slot rather than relying on someone remembering.
- Open meeting publication. The public calendar is generated from the booking record, so what residents see and what the diary holds cannot drift apart.
- Internal versus external charging. Internal use at no charge with optional cost allocation, external use at your adopted rate with deposits and insurance where the policy requires them.
- Single sign-on. Staff sign in through Microsoft Entra ID, Azure AD, ADFS or SAML 2.0, with permissions down to room and function level, and resident accounts kept separate from staff identity by design.
- Audit trail. Who changed a booking, when, and what it was before. What a records request or an internal audit actually needs.
Questions
Asked on most calls.
If your panel needs an answer that is not here, send the question and we will publish it.
Does this replace our agenda management system?
No. It books and publishes the room and the meeting slot. Agenda and minutes management stays where it is, and the public calendar can link to it.
Can departments book without going through the clerk?
For general internal meeting rooms, yes, if you want that. For chambers and hearing rooms, approval sits with the clerk. That split is configuration, not code.
Is there a charge for internal bookings?
Not from us. Staff accounts and internal bookings are unlimited on your subscription. Whether you allocate internal cost between departments is your decision and the platform will record it either way.
Bring this business area to the demo.
Forty-five minutes against your own facilities, your own fee schedule and your own approval rules. No slides.