Alerts and Actions

Alerts may be provided to a variety of things: to items of specific interest when they occur on Agendas; to meetings and associated dates; and to actions noted in Minutes.

Topic Alerts
The Topic Alert facility enables users to be notified of items of specific interest to them. For example a Member may decide that he/she is specifically interested in any decisions that are about to be made concerning topics such as Schools, PFI or a particular Ward. Once this interest is recorded in E-GENDA, that Member will automatically be notified (by e-mail or SMS text if required) of the existence of any relevant agenda item or decision record.

Public Alerts
Topic Alerting may also be extended to the public to satisfy Priority Outcome G3. Members of the public register their interests via the Internet and are then kept informed.

Progress Alerts
Progress alerts enable the Council to notify users automatically by e-mail of approaching deadlines (e.g. the date reports are due for particular Committees) calculated by E-GENDA according to customisable rules. Users can be notified of meetings and changes in date, time or place and also of the publication of Agendas, Minutes, Forward Plan, etc. Distribution lists can be set up to define which users receive which alerts.

Action Alerts and Tracking
The Action facility enables users who have had actions placed on them at meetings to be notified automatically (by e-mail if required). In effect the system produces a personal "To Do" List consisting of actions from various committees. Actions may simply be removed from the list by the user once they have been completed. Alternatively, records of actions taken may be tracked and linked automatically to original Minutes for future viewing. Meanwhile, if any of those decisions are called in for Scrutiny, this fact is automatically added to the Action notification so that the person concerned is aware of any impending comment on the decision.