Due Dates

Optional per-workflow-step targets on agenda items. Lightweight signal — a date the owner picked, surfaced in the workflow card and the header chip, and a single notification when the date is imminent.

When to Use a Due Date

Set one when:

• An item is being prepped over weeks and you want a calendar nudge as the deadline approaches.
• A specific workflow step (submit, review, place-on-agenda, vote) has an external commitment behind it.
• The item's owner wants to schedule their own prep work.

If your org instead needs legally-required deadlines (Brown Act notice, etc.), those live on the meeting — see Announcing Meetings. Due dates and noticing deadlines are separate concepts that share the same visual chip.

What Gets a Due Date

Four workflow steps on each agenda item can carry an independent target:

• Submit for Approval — when the author intends to hand off to approvers
• Approval — when the chain should finish
• Place on agenda — when the item should be attached to a meeting
• Vote — when the meeting should record an outcome

Each is independent. You can set none, some, or all. Most items will use just one.

Setting and Clearing

In the Workflow card on the staff item page, hover any pending step row. A dashed + Due button appears on the right. Click it, pick a date (today is pre-filled for one-tap "due today"), Save. The button transforms into a date pill showing how many days are left.

To change a date: click the pill, edit, Save.

To clear: click the pill, hit Clear in the picker.

Anyone with edit access on the item can set or clear. Confidential items follow the same rule as everything else — only Super Admin and Admin can mutate them.

How the Chip Reads

The pill's color encodes urgency:

• Muted (>7 days away) — informational only
• Cobalt (within 7 days) — coming up
• Amber (overdue by ≤7 days) — past due, recent
• Red (overdue by >7 days) — past due, stale

The item header also shows a single rollup chip — the earliest unresolved step's date — so you can see the most pressing target without expanding the workflow.

Notifications

The item's owner gets one notification when a step's due date enters the imminent window (within 3 days) OR has passed. Owner-only by design — approvers and watchers don't get pinged on workflow targets.

After the first nudge, a weekly re-nudge fires while the step remains overdue and unresolved. Clearing the date or completing the step stops the cycle.

Mute notifications under Settings → User → Due date imminent. Same toggle covers in-app and email channels independently.

What Clears a Notification

A reminder can re-fire in four cases:

1. You change the date — picking a new date lets the reminder fire again for it.
2. You complete the step — once the step is done (item submitted, approvers all acted, meeting attached, outcome recorded), the reminder stops.
3. You withdraw from review — the submit step resets, so a future re-submission deadline can fire.
4. Meeting un-cancellation — for vote due dates, un-cancelling the meeting restarts the cycle.

Stale Dates After a Meeting Moves

When a meeting reschedules, due dates don't auto-adjust. The chip's overdue tone surfaces the staleness; the owner edits manually if needed. This is deliberate — automatic re-computation would hide that the original commitment got pushed.

Related

• Notifications — channels, preferences, and the full event list
• Announcing Meetings — meeting-level legal deadlines (distinct from item due dates)
• Approval Workflow — what counts as "review done"