Agenda and Meeting Management Select administrators can enable or disable system email notifications globally. If an email notification is enabled with the User Preference option toggled on, users can opt in or out of the notification themselves. This article will provide a master list of email notifications within the system.
Global Email Notifications
Administrators cannot edit email preferences for individual users, but they can choose whether notification emails are sent at all or if users can toggle them on or off. The table below lists the email notifications that can be enabled or disabled globally within Site Settings.
Email Notifications with a Global Account Setting
| Email Notification | System Trigger | Who Is Notified | User Preference Available |
|---|---|---|---|
| Agenda Created | An agenda has been created | All users with access to the associated Meeting Type who have the notification enabled | Yes |
| Agenda Finalized | An agenda has been finalized | All users with access to the associated Meeting Type who have the notification enabled | Yes |
| Agenda Published | An agenda has been published on the website | All users with access to the associated Meeting Type who have the notification enabled | Yes |
| Agenda Packet Published | An agenda packet has been published on the website | All users with access to the associated Meeting Type who have the notification enabled | Yes |
| Agenda Item Initiated | An agenda item has been initiated | The creator of the item and the first person on the approval path, if they have the notification enabled | Yes |
| Agenda Item Approval Approved | An agenda item has been approved by a staff member in the approval process; it has not received final approval | All users within the approval path, including the item creator, if they have the notification enabled | Yes |
| Agenda Item Approval Returned |
An agenda item has been returned by a staff member in the approval process using the "Return to Approver" function
Note: The "Agenda Item Approval Returned" email option only triggers when there's more than one approver in the Approval List. For example, after Approver A approves, and it is assigned to Approver B, Approver B has an option to send the approval back to Approver A. Approver B then can choose which approver to send back to (if more than one approver has already approved before the current approver), and the notification triggers. |
All users within the approval path, including the item creator, if they have the notification enabled | Yes |
| Agenda Item Approval Denied | An agenda item has been denied by a staff member in the approval process using the "Deny" function | All users within the approval path, including the item creator, if they have the notification enabled | Yes |
| Agenda Item Final Approval | An agenda item has received final approval | All users within the approval path, including the item creator, if they have the notification enabled | Yes |
| Comment Added to Agenda Item Created By Me | A comment has been posted to an agenda item | The creator of the item, if they have the notification enabled | Yes |
| Moved Agenda Item Created By Me | An agenda item has been moved to another meeting or tabled | The creator of the item, if they have the notification enabled | Yes |
| Agenda Item Returned to Creator and Reset | An agenda item has been returned by a staff member in the approval process using the "Return to Creator (Resets Approvals)" function | The creator of the item, if they have the notification enabled | Yes |
| Agenda Item Changed by Approver | An agenda item has been changed by an approver (initiated by the approver) | The creator of the item, if they have the notification enabled | Yes |
| Agenda Item Approval Approved on Behalf | An agenda item has been approved by a user on behalf of another user |
The user who has had an approval made on their behalf, if they have the notification enabled.
Example: If Person A needs to approve, but Person B approves for them, the email would go to Person A. |
Yes |
| Board Portal Agenda/Packet Published | An agenda/agenda packet has been published on the Board Portal |
Board Members who have access to Board Portal and the relevant Meeting Type, and belong to the Official Body (Board) associated with the Meeting Type |
No |
| Approver "On Deck" Email Notification | An approval process is in progress, and there are at least two remaining approvers |
The user who is not the next approver, but the approver after that, if they have the notification enabled.
Example: If you have approvers A, B, and C, and A finishes their approval, C would get this specific notification letting them know they are "On Deck." |
Yes |
| Event Closed Caption Notification Completed | A request for closed captioning has been completed, and the file is available | All users with access to create events for that particular Event Template who also have the notification enabled | Yes |
| Event Closed Caption Notification | A request for closed captioning has been fulfilled | All users with access to create events for that particular Event Template who also have the notification enabled | Yes |
| Agenda Item Approval Message | A message has been added to an item approval | By default, the creator of the item will be notified if they have the notification enabled; other users can also be notified if they have been tagged (@Username) on the message, and they have the notification enabled | Yes |
| Agenda Item Past Due Approval | An approval has reached the assigned due date but has not been acted on |
The approver for whom the approval is past due, if they have the notification enabled.
Past due notices can also be sent to other approvers within the approval path if they have the notification enabled, and the "Approvals: Send Past Due Notice to all Future Approvers" checkbox has been checked on the Email Settings page. |
Yes |
| Agenda Item Past Due Task | A task has reached the assigned due date but has not been marked as completed |
The task assignee at 00:00:00 the day after the Target Date, if the task is still set to "New" or "In Progress" and they have the notification enabled.
Past due notices can also be sent to other approvers within the approval path if they have the notification enabled, and the "Approvals: Send Past Due Notice to all Future Approvers" checkbox has been checked on the Email Settings page.
Example: If the target date is 05/04/2026, and the task is not set to "Completed," then a notification should be sent out to the assignee at 05/05/2026 at 00:00:00). |
Yes |
| Agenda Item Timeline Message | A message has been added to the timeline of an agenda item | By default, the creator of the item will be notified if they have the notification enabled; other users can also be notified if they have been tagged (@Username) on the message, and they have the notification enabled | Yes |
| Minutes Published | Minutes have been published on the website | All users with access to the associated Meeting Type who have the notification enabled | Yes |
| Board Portal Agenda Published | An agenda has been published on the Board Portal | Board Members who have access to Board Portal and the relevant Meeting Type, and belong to the Official Body (Board) associated with the Meeting Type | No |
| Board Portal Minutes Published | Minutes have been published on the Board Portal | Board Members who have access to Board Portal and the relevant Meeting Type, and belong to the Official Body (Board) associated with the Meeting Type | No |
| Notification - Task has been assigned | An item task has been assigned to the user | By default, the user assigned the task will be notified if they have the notification enabled; the person assigning the task can also select other users to notify | Yes |
| Notification - Task has been completed | An assigned task has been completed for an agenda or agenda item | The assigner of the task, if they have the notification enabled | Yes |
| Citizen Notification - Agenda Published | An agenda has been published on the Public Portal | Citizen subscribers | No |
| Citizen Notification - Agenda Packet Published | An agenda packet has been published on the Public Portal | Citizen subscribers | No |
| Agenda Item Approval Assigned | An agenda item has been assigned to an approver | The user to whom the approval has been assigned, if they have the notification enabled | Yes |
| Citizen Notification - Minutes Published | Minutes have been published on the Public Portal | Citizen subscribers | No |
| Event Translation Notification Requested | A translation has been requested | All users with access to create events for that particular Event Template who also have the notification enabled | Yes |
| Event Translation Notification Completed | A request for translation has been completed | All users with access to create events for that particular Event Template who also have the notification enabled | Yes |
User Preference Email Notifications
Individual users can opt in or out of the email notifications in the table below if their system administrator has enabled the User Preference option for them. User Preference email notifications can be managed on the Email Notifications tab in Preferences.
User Email Notification Options
| Email Notification | System Trigger | Who Is Notified |
|---|---|---|
| Agenda Created | An agenda has been created | All users with access to the associated Meeting Type who have the notification enabled |
| Agenda Finalized | An agenda has been finalized | All users with access to the associated Meeting Type who have the notification enabled |
| Agenda Published | An agenda has been published on the website | All users with access to the associated Meeting Type who have the notification enabled |
| Agenda Packet Published | An agenda packet has been published on the website | All users with access to the associated Meeting Type who have the notification enabled |
| Agenda Item Initiated | An agenda item has been initiated | The creator of the item and the first person on the approval path, if they have the notification enabled |
| Agenda Item Approval Approved | An agenda item has been approved by a staff member in the approval process; it has not received final approval | All users within the approval path, including the item creator, if they have the notification enabled |
| Agenda Item Approval Returned |
An agenda item has been returned by a staff member in the approval process using the "Return to Approver" function
Note: The "Agenda Item Approval Returned" email option only triggers when there's more than one approver in the Approval List. For example, after Approver A approves, and it is assigned to Approver B, Approver B has an option to send the approval back to Approver A. Approver B then can choose which approver to send back to (if more than one approver has already approved before the current approver), and the notification triggers. |
All users within the approval path, including the item creator, if they have the notification enabled |
| Agenda Item Approval Denied | An agenda item has been denied by a staff member in the approval process using the "Deny" function | All users within the approval path, including the item creator, if they have the notification enabled |
| Agenda Item Final Approval | An agenda item has received final approval | All users within the approval path, including the item creator, if they have the notification enabled |
| Comment Added to Agenda Item Created By Me | A comment has been posted to an agenda item | The creator of the item, if they have the notification enabled |
| Moved Agenda Item Created By Me | An agenda item has been moved to another meeting or tabled | The creator of the item, if they have the notification enabled |
| Agenda Item Returned to Creator and Reset | An agenda item has been returned by a staff member in the approval process using the "Return to Creator (Resets Approvals)" function | The creator of the item, if they have the notification enabled |
| Agenda Item Changed by Approver | An agenda item has been changed by an approver (initiated by the approver) | The creator of the item, if they have the notification enabled |
| Agenda Item Approval Approved on Behalf | An agenda item has been approved by a user on behalf of another user |
The user who has had an approval made on their behalf, if they have the notification enabled.
Example: If Person A needs to approve, but Person B approves for them, the email would go to Person A. |
| Approver "On Deck" Email Notification | An approval process is in progress, and there are at least two remaining approvers |
The user who is not the next approver, but the approver after that, if they have the notification enabled.
Example: If you have approvers A, B, and C, and A finishes their approval, C would get this specific notification letting them know they are "On Deck." |
| Event Closed Caption Notification Completed | A request for closed captioning has been completed, and the file is available | All users with access to create events for that particular Event Template who also have the notification enabled |
| Event Closed Caption Notification | A request for closed captioning has been fulfilled | All users with access to create events for that particular Event Template who also have the notification enabled |
| Agenda Item Approval Message | A message has been added to an item approval | By default, the creator of the item will be notified if they have the notification enabled; other users can also be notified if they have been tagged (@Username) on the message, and they have the notification enabled |
| Agenda Item Past Due Approval | An approval has reached the assigned due date but has not been acted on |
The approver for whom the approval is past due, if they have the notification enabled.
Past due notices can also be sent to other approvers within the approval path if they have the notification enabled, and the "Approvals: Send Past Due Notice to all Future Approvers" checkbox has been checked on the Email Settings page. |
| Agenda Item Past Due Task | A task has reached the assigned due date but has not been marked as completed |
The task assignee at 00:00:00 the day after the Target Date, if the task is still set to "New" or "In Progress" and they have the notification enabled.
Past due notices can also be sent to other approvers within the approval path if they have the notification enabled, and the "Approvals: Send Past Due Notice to all Future Approvers" checkbox has been checked on the Email Settings page.
Example: If the target date is 05/04/2026, and the task is not set to "Completed," then a notification should be sent out to the assignee at 05/05/2026 at 00:00:00). |
| Agenda Item Timeline Message | A message has been added to the timeline of an agenda item | By default, the creator of the item will be notified if they have the notification enabled; other users can also be notified if they have been tagged (@Username) on the message, and they have the notification enabled |
| Minutes Published | Minutes have been published on the website | All users with access to the associated Meeting Type who have the notification enabled |
| Notification - Task has been assigned | An item task has been assigned to the user | By default, the user assigned the task will be notified if they have the notification enabled; the person assigning the task can also select other users to notify |
| Notification - Task has been completed | An assigned task has been completed for an agenda or an agenda item | The assigner of the task, if they have the notification enabled |
| Agenda Item Approval Assigned | An agenda item has been assigned to an approver | The user to whom the approval has been assigned, if they have the notification enabled |
| Event Translation Notification Requested | A translation has been requested | All users with access to create events for that particular Event Template who also have the notification enabled |
| Event Translation Notification Completed | A request for translation has been completed | All users with access to create events for that particular Event Template who also have the notification enabled |
Resources
- Manage Global Email Notification Settings
- Opt-In or Opt-Out of Email Notifications
- Edit Email Notification Templates
- Subscribe to Public Portal Notifications
- Create & Manage Email Lists
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