Municipal clerks keep local government moving: turning complex meetings into clear agendas, trusted records, and accessible information. Yet generic workflows and disconnected systems create extra steps, rework, and less time for the work only a clerk can do. ClerkMate is meeting management software created to give you a faster, clearer, more confident way to manage every meeting from start to finish.
Built for the way clerks actually work
ClerkMate began by listening to hundreds of clerks, administrators, and governing bodies describe what slows them down—and what would help them work with greater speed, accuracy, and confidence.
Our founders brought an average of 30 years of public-sector and government-technology experience to those conversations. The same time-consuming obstacles surfaced again and again:
- Hunting through emails, documents, and shared drives to prepare for a meeting
- Working around in-meeting tools that do not match real procedures
- Re-entering decisions and follow-up items into separate spreadsheets
- Worrying whether official records are organized, accessible, and protected for the long term
ClerkMate tackles those challenges at the source, bringing the work together so you can spend less time chasing information and more time serving your municipality.
What ClerkMate’s meeting management software does
A head start on every agenda item
Start from your own reusable templates, or import an existing agenda document and ClerkMate can parse it into a structured template you can keep using. From a one-line instruction, ClerkMate can draft an item body and summary, then refine the wording to clarify or restructure it. You control who can submit items, and incoming requests are stored in one place.
Attachments straight from your document system
Upload attachments from your computer, or load them directly from Laserfiche, SharePoint, or Google Docs. Sign in from within ClerkMate and pull the document straight into the agenda item, without downloading it from the document site and uploading it again.
Board packets, assembled for you
ClerkMate merges the agenda and every attachment into a single packet PDF. Office documents are converted automatically, and oversized or rotated pages, like zoning maps and wide spreadsheets, are fit to the page. Confidential attachments are watermarked to each recipient.
Meeting tools in the same system
Run the meeting from the system that built the agenda: take roll call, track quorum, move through items, capture notes and key decisions, and record motions and votes. A recess pauses the clock, and board members can follow along in a read-only view. With the optional electronic voting module, council members can cast their votes in ClerkMate.
Minutes drafted from the meeting record
Because the meeting ran in ClerkMate, the record is already there. ClerkMate generates draft minutes from the items, motions, decisions, and notes captured during the meeting, and the clerk reviews, edits, and publishes them. Nothing AI-generated publishes on its own. Every draft waits for a person’s approval before it reaches the public.
Publishing to a searchable public archive
Published agendas and minutes go to a searchable public archive, and out to your own Google Drive, SharePoint, or Laserfiche if you use them.
Right-sized for your community
A small town may run on the core system alone, while a larger city might add several modules. Offices see, and pay for, only what they use. These are available as optional add-ons:
- Agenda submission approvals: Route each item through named, reusable approval processes with ordered steps, deadlines, delegation, and oversight. Reminders go out automatically when a step runs late.
- Council portal: A space where board and council members keep their notes.
- Electronic voting: Council members cast their votes directly in ClerkMate.
- Video: Recording and streaming links tied to agenda items.
Built with clerks, for the long term
The team is clear about how it plans to grow. Mergers, acquisitions, and product retirements in the meeting management market can leave clerks facing rushed migrations, disrupted workflows, repeated retraining, and uncertainty about critical records. You should not have to wonder whether the platform you rely on will still support you tomorrow.
ClerkMate was founded to give municipalities something different: continuity, accountability, and a partner committed to the long haul.
We are not raising venture capital. We are not selling to private equity. We are not building for an exit.
That means a stable, dependable platform—and a company prepared to support your work for decades, not just the next product cycle. You can invest your time and trust with greater confidence.
See ClerkMate in action
Heading to the New England Association of City and Town Clerks (NEACTC) Annual Conference, November 18–20 at the Mount Washington Hotel in Bretton Woods, New Hampshire? Stop by to see ClerkMate in person.
If you’d like to see how ClerkMate could fit your office’s meeting process, visit ClerkMate.com to learn more, or contact ClerkBase for a free demo.