Civio Engage sends notifications based on a user's role. Roles can be assigned at two levels:
Site-wide Role — Receives notifications for all projects across the entire site.
Team Role — Receives notifications only for projects assigned to that team.
A user can hold both a site-wide role and a different team role. For example, someone could be Staff at the site level but a Reviewer within their team. Their team role determines what notifications they receive for that team's projects.
If a user only has a team role and no site-wide role, they will only receive notifications for projects within their team.
Public User Notifications
Community members who register on your site can receive the following notifications, grouped by what they relate to.
Account access
| Notification | Description |
|---|---|
| Verify Email Address | Sent when a new user registers. |
| Password Reset | Sent when a user requests a password reset. |
| Magic Code Sign-in | Passwordless sign-in code sent to the user's email. |
| Account Activation Prompt | Sent to guest users who have submitted content without creating a full account, prompting them to set a password and activate their profile. The activation link expires after a short time. |
Following projects and categories
| Notification | Description |
|---|---|
| New Project Matching Interests | Notifies followers when a matching project is published. |
| Project Stage Changed | Notifies followers when a followed project moves to a new stage. |
| Category Follow: New Project | Notifies category followers when a new project is published (admin-triggered). |
| Custom Outbound Notification | Admin-drafted notification sent to project or category followers. |
Participation tools
| Notification | Description |
|---|---|
| Official Response Posted | Notifies the user when their Q&A question, idea, or other public submission receives an official response from staff. |
Internal User Notifications
Staff and administrators receive notifications based on their role in the content workflow and team structure.
Content workflow
| Notification | Who Is Notified |
|---|---|
| Content Sent for Approval | Reviewer, Project Manager |
| Content Sent Back to Draft | Engagement Officer (author) |
| Content Approved | Publisher, Project Manager |
| Submission Confirmation | Engagement Officer (author, confirming their content has been sent for approval) |
| Moderation Outcome | Engagement Officer (author, with the final moderation decision) |
These workflow notifications apply to all content types including pages, events, surveys, timelines, documents, maps, and hotspots.
Project workflow
| Notification | Who Is Notified |
|---|---|
| Project Sent for Approval | Reviewer, Project Manager |
| Project Sent Back to Draft | Project Manager, Reviewer |
| Project Approved | Publisher, Project Manager |
Public submissions
| Notification | Who Is Notified |
|---|---|
| New Submission Awaiting Moderation | Reviewer, Project Manager (when a new public submission needs review) |
Team management
| Notification | Who Is Notified |
|---|---|
| Team Request Created / Status Changed | Team admins and the requester (when someone requests to join a team or their request status changes) |