Cyborg ERP – Circular & Notice
Announce Clearly. Reach the Right People. Keep Proof.
Circular and Notice for Universities, Colleges, and Schools, this module replaces scattered emails and notice boards with a single, auditable communication hub. Draft a circular, choose who should receive it, set visibility dates, and Cyborg ERP delivers it on both web and mobile—while maintaining a verifiable trail for IQAC, NAAC, and internal audits.
What You Get at a Glance
🔹 Board-style view: Every circular appears in a clean grid with Subject · Date From · Date To · Circular By so teams instantly know what’s active, upcoming, or expired.
🔹 Lightning search & filters: Narrow by subject keyword, issuer, department, or date window to find a notice in seconds.
🔹 One-click record: Open any row to view the full circular, attachments, recipients, and activity log.
Create → Approve → Publish → Track (end-to-end workflow)
1. Draft
Compose the circular/notice, attach PDFs/images/docs, and tag the audience: university/college/school → program → year/sem → department → section → role (students, faculty, staff) as needed.
2. Review & Approve (optional)
Maker–checker with remarks and versioning. Every change is time-stamped and attributed.
3. Publish & Notify
Set Date From/Date To; publish to portal/mobile. Send email/SMS/push notifications and in-app alerts—without spamming people outside the target list.
4. Acknowledge & Remind
Ask for “Seen/Acknowledged” where required. Auto-reminders for those who haven’t viewed yet—before the due date.
5. Analytics & Evidence
See who viewed, when, and on which channel. Export CSV/PDF logs with issuer name, timestamps, and delivery stats.
6. Archive & Reuse
On Date To, items auto-archive but remain searchable. Save content as a Template for next term.
Features Built for Real Campuses
🔹 Role-aware targeting: Announce to the exact class/branch/section or to staff only—no message overload.
🔹 Categories & priorities: Exam, Fees, Library, HR, Transport, Academic—plus “High Priority/Sticky” to pin essentials.
🔹 Attachments that travel: Exam timetables, policy PDFs, fee circulars, forms—downloadable across devices.
🔹 Acknowledgement & e-consent: Optional “I Agree/I’ve Read” for critical circulars (policies, safety, exam rules).
🔹 Escalation rules: Nudge HOD/Dean/Principal if a high-impact circular remains unseen by a threshold audience.
🔹 Accessibility & languages: Clear layouts, alt text for images, and multi-language copy where your institute needs it.
🔹 Data retention policies: Keep this semester’s notices quick to access; archive older years with controlled retention.
Deep Integrations Across Cyborg ERP
🔹 Exam Cell: Auto-link to form-fill dates, seating plans, result days; show only to concerned semesters.
🔹 Accounts/Fees: Publish fee windows and concessions; attach demand notes; track acknowledgement.
🔹 Library: Due-date cycles, holiday timings, OPAC updates, fine policies.
🔹 Hostel/Transport/IT: Room allotment, bus route changes, ID/replacement and IT maintenance windows.
🔹 IQAC/NAAC: Export notice histories with issuer names and live date windows as audit evidence.
Security & Governance
🔹 Granular permissions: Who can draft, approve, publish, edit, or delete—defined per role and department.
🔹 Immutable audit log: Create/edit/approve/publish events stored with user, time, IP/device.
🔹 Maker–checker for sensitive categories: Fees/Exam/Policy circulars require approval by designated authorities.
🔹 Compliance-friendly exports: Print-ready logs for SSR/AQAR and internal committee reviews.
Popular Use Cases
🔹 Exam schedules, revaluation windows, hall-ticket instructions.
🔹 Fee instalments, scholarship notices, and caution deposit refunds.
🔹 Library holiday schedule, due-date extensions, fine rules.
🔹 HR/Administration circulars, service rules, safety advisories.
🔹 Event circulars, workshops, value-added sessions, extra classes.
Why Institutions Adopt This Module
🔹 One source of truth: Centralized communication—no duplicate groups or lost emails.
🔹Less follow-up: Read receipts, acknowledgements, and automatic reminders minimize manual tracking.
🔹 Cleaner audits: Every circular carries issuer identity, live dates, and a full delivery log for compliance.
🔹 Happier users: Only relevant messages, delivered consistently in the same trusted space.
Quick Specs — Smart Communication, Simplified
Cyborg ERP’s Notification and Circular Management module gives institutions complete control over how information flows across the campus. Target audiences precisely — from University → College → Program → Year/Sem → Department → Section → Role — and deliver messages across multiple channels including portal, mobile app, email, SMS, and in-app push. Manage governance effortlessly with templates, categories, high-priority pins, expiry controls, maker–checker approval, and full audit logs. Every communication stays verifiable with view history, acknowledgement tracking, CSV/PDF exports, and a searchable archive for future reference.
