Skip to main content

Search

We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Notify Subscribers When a Meeting is Changed or Canceled

  • Updated:

This article will show you how to notify Agenda and Meeting Management Select subscribers when a meeting is changed or canceled. We recommend that you send a change or cancellation email to subscribers and other recipients and that you update the event to appear rescheduled or canceled in the Public Portal.

 

Article Navigation

 

Not finding what you are looking for? View some additional resources.

 

Send a Change or Cancellation Email

 

  1. Sign in to your solution if you have not already
  2. Navigate to the Meetings module
    The Meetings Module option on the left-hand navigation menu.
  3. Select the agenda for the meeting you wish to send the notification for
    An example agenda tile in the Meetings module.
  4. Click the View: Agenda menu and select Agenda Files from the dropdown list
    The View drop-down menu with the Agenda Files option highlighted.
    Note: The default view is the Agenda view.
  5. Scroll to the Sent section and click the Send button
    A white, rectangular Send button with a paper airplane icon which appears above the Sent section.
  6. Enter recipients for the agenda files
    The email recipients fields on the Send modal.
    • To: Defaults to the active user's email address
    • To - Email List(s): Select one or more pre-existing email lists within the system to send files to every user on those lists if desired; ensure All Subscribers is selected to notify all Public Portal subscribers
    • To - Users: Select individual system users to send files to if desired
    • To - External: Enter email addresses for individuals without accounts in the system that you would like to receive the files if desired
    Note: Email lists, individual system users, and email addresses entered will not appear as email recipients to anyone other than the sender.
  7. Enter an Email Subject and Email Body that convey the change or cancellation
    The Email Subject and Email Body fields.
    Note: You can edit the display of the email body as desired using the Text Formatting and Paragraph Formatting tools.
    Text and Paragraph formatting tools above the expanded Email Body field.
  8. Select any Attachments, Agenda Packets, or Minutes files that you would like to include with your notification as desired
    The Select Agenda, Select Agenda Packet, and Select Minutes drop-down fields in the Attachments section.
    Note: The files you select will appear as individual attachments to the message in the email body.
  9. Click the Send Email button to send the email to all selected recipients
    A green, rectangular Send Email button in the bottom-right corner of the Send modal.
  10. The email will now appear in the Sent list
    An example sent email highlighted within the Sent section on the Agenda Files page.
  11. Recipients will receive an email with your text and selected attachments
    An example cancellation email.

 

Go to Article Navigation

 

Update an Event to Appear Changed or Canceled in the Public Portal

 

  1. Sign in to your solution if you have not already
  2. Navigate to the Events module
    The Events module option on the left-hand navigation menu.
  3. Select the event you wish to update
    An example event card in the Events module.
  4. Click the Edit Event button
    The purple, rectangular Edit Event button below the User Menu.
  5. Edit the Event Name to convey the change or cancellation
    The Edit Event modal Event Name field.
    Note: You may want to add helpful text such as the words "RESCHEDULED" or "CANCELED."
  6. Click the Save Changes button
    The green, rectangular Save Changes button in the lower-right corner of the Edit Event modal.
  7. The event name has been updated in the Events module and the Public Portal

    An example canceled meeting in the Public Portal.

 

Go to Article Navigation

 

Resources

 

Go to Article Navigation

Comments

Let us know what was helpful or not helpful about the article.

0 comments

Please sign in to leave a comment.