Notify Subscribers When a Meeting is Changed or Canceled

This article will show you how to notify Agenda and Meeting Management Select subscribers when a meeting is changed or canceled. We recommend sending a change or cancellation email to subscribers and other recipients, and updating the event to reflect its rescheduled or canceled status in the Public Portal.

Send a Change or Cancellation Email

1. Sign in to your solution if you have not already

2. Navigate to the Meetings module:

3. Select the agenda for the meeting you wish to send the notification for:

4. Click the View: Agenda menu and select Agenda Files from the dropdown list:

   Note:

   The default view is the Agenda view.

5. Scroll to the Sent section and click the Send button:

6. Enter recipients for the agenda files:

   • 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 conveys the change or cancellation:

   Note:

   You can edit the display of the email body as desired using the Text Formatting and Paragraph Formatting tools.

8. Select any Attachments, Agenda Packets, or Minutes files that you would like to include with your notification as desired:

   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:

10. The email will now appear in the Sent list:

11. Recipients will receive an email with your text and selected attachments:

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:

3. Select the event you wish to update:

4. Click the Edit Event button:

5. Edit the Event Name to convey the change or cancellation:

   Note:

   You may want to add helpful text such as the words "RESCHEDULED" or "CANCELED."

6. Click the Save Changes button:

7. The event name has been updated in the Events module and the Public Portal: