CouncilPapers.

How councillors are notified

When you commit an agenda, CouncilPapers redirects you to the Email Agenda to Councillors page. From here you can notify councillors and staff that the agenda has been published and is ready to view.

This step is not automatic — you choose when to send the notification and who receives it.

The Email Agenda to Councillors page

The page shows a recipient list and an Additional Information box. Any text you add to this box will be included in the notification email alongside the standard message — use it for anything you want to draw to councillors' attention, such as a change of venue or a reminder about parking.

Selecting recipients

By default, the members of the committee whose agenda you have just committed are selected as recipients. You can adjust this using the quick-select buttons:

• Addressees Only — committee members only (the default)
• Councillors Only — all councillors across the council
• Select All — all councillors and staff
• Select None — clears all selections

You can also tick or untick individual councillors and staff members manually. The count of currently selected recipients is shown next to the heading.

Sending or skipping

Two buttons appear at the bottom of the page:

• Send Email — sends the notification to all selected recipients
• Proceed without Emailing — moves on without sending any notification

Notification preferences

Each councillor has a notification preference that determines how they receive agenda notifications. This is set by the clerk on behalf of each councillor, under People in the left-hand menu.

The four options are:

These preferences are per-councillor. One councillor might prefer an email with the PDF attached; another might prefer a simple notification with a link.

A note on the Printed option

Where a councillor is set to Printed, the clerk is responsible for ensuring that councillor receives a physical copy of the agenda. CouncilPapers supports this workflow — the preference is recorded against the councillor's profile so the clerk always knows who requires a printed copy.

What the notification email contains

When a notification is sent, each councillor receives an email containing:

• The meeting name, date, and time
• A link to the agenda in the Councillor App
• A link to the public version of the agenda
• The PDF agenda as an attachment (if the councillor's preference is Attached to an Email)
• Any additional information added by the clerk

Councillors set to No Notification

Councillors with a preference of No Notification will not receive an email regardless of who is selected on the Email Agenda to Councillors page. Their names appear in the recipient list but are effectively excluded from all notifications.

This option is useful for honorary or non-participating councillors, or for staff members who do not need to be notified.