Process management and software for city councils.
A city council's legitimacy rests on two things: that every voice was heard and that every decision can be traced. In practice the work gets scattered — membership lists in one spreadsheet, meeting minutes in another, resident requests answered by whoever happened to pick up the phone. Tenderely BPM ties member organisations, working groups, meetings, decisions and the follow-up with the municipality into one auditable flow, without code.
What does a city council repeat every cycle?
01
Member organisations and delegates
Civil society organisations, professional bodies and neighbourhood representatives need to be recorded with their current delegates. When mandates expire or representatives change, the record has to follow.
02
Working groups
Each working group has its own membership, its own agenda and its own output. Keeping track of which group has met, what it concluded and what it handed up to the assembly is a job in itself.
03
Meeting preparation and agenda
Items are proposed, reviewed and ordered before each session. A well-prepared agenda reaches members in advance; a poorly prepared one wastes the meeting hour.
04
Minutes and attendance
Who was present, who spoke on which item, how the vote fell — these have to be captured during the meeting and confirmed afterwards. A missing signature or an absent quorum figure undermines the record.
05
Advisory decisions and municipal follow-up
A decision passed by the council is forwarded to the municipality. Whether the municipality acknowledged it, acted on it or declined to act — and when — has to be tracked or the decision disappears into silence.
06
Resident requests and city issues
Citizens raise concerns, report problems and make proposals. Each submission needs to be received, assigned to the right group and answered. Without a system, the response depends entirely on who is available that day.
Where does this break down today?
The member list is never quite current
Organisation mandates change, delegates are replaced and contact details go stale. When the list lives in a spreadsheet that one person maintains, the rest of the council operates on outdated information.
Decisions vanish after the meeting
A resolution is recorded in the minutes, forwarded to the municipality by e-mail and then forgotten. Six months later nobody can say whether it was acknowledged, acted on or simply ignored.
Resident requests fall through the gap
A submission arrives by e-mail, by phone or at the door. It is noted somewhere, handed to someone informally and the citizen never hears back. No one knows how many are outstanding.
The council cannot show its own record
When asked what the council achieved in the past year — decisions taken, issues resolved, groups convened — the answer requires someone to gather files from several places and add them up by hand.
What changes with Tenderely BPM
01
One record per member organisation
Each organisation, its current delegate, its mandate period and its working group memberships are structured records. When a delegate changes, the history of who held the seat before stays attached.
02
Meetings flow from agenda to signed minutes
Agenda proposals, attendance, item-by-item notes, vote tallies and the final approved minutes are all parts of the same record. Nothing has to be reconstructed after the fact.
03
Decisions are tracked until the municipality responds
Each advisory decision moves through its own follow-up flow: submitted, acknowledged, responded to. The status is visible at any moment without chasing anyone by phone.
04
Residents submit through a public form
A link or an embedded form lets citizens raise requests without needing an account. Each submission lands on a structured record and is assigned to the right working group, with Tenderely routing the step automatically.
05
Approval steps move on mobile
Council members who are away from the office can review a draft decision or confirm attendance from the iOS or Android app. The process does not stall because someone is unavailable at a desk.
06
The council's output is always visible
Decisions taken, resident requests resolved, working group sessions held, municipal responses outstanding — these appear on a dashboard rather than requiring a manual count at year end.
FAQ
Can member organisations and their delegates access the system themselves?
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Yes. A delegate can be given access as a linked external user who sees only the records relevant to their organisation and their working groups — not the council's internal administration. You control exactly what each role sees through role-based and field-level permissions.
Can residents submit requests without creating an account?
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Yes. A public form published as a link or embedded on a website accepts submissions from anyone without login. Each submission becomes a structured record inside the council's workspace, ready to be assigned and tracked.
How does the system handle voting and ballot records?
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A vote is a step in the meeting flow. Each member's position is captured as part of the record, so the ballot breakdown is preserved alongside the decision text. The record cannot be altered without the change appearing in the audit history.
Is there a ready-made setup for city councils?
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Yes. The City Council package opens with forms, workflows and a dashboard already in place. You then adjust the setup to your council's own structure — working group names, approval chains, notification recipients — and publish. The package is a starting point, not a constraint.
How do we know a step has not been missed?
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Each step in a flow can carry an SLA. When a deadline passes without action, the responsible person and any escalation contact are notified automatically. Nothing waits in silence.