This page explains how to configure email notifications for thresholds in an event.
Prerequisites exist for this page. The Notification feature must be enabled under the Event Module in the Functional Areas Needed by This Event section of the Event Options page.
Overview: The Notification feature sends email notifications to one or more recipients when any of the following reaches a threshold percentage of its capacity or inventory limit: attendee types, agenda items, total registrations for the event, room blocks, sessions, or session instances.
Example: If an attendee type called "Executive" has a capacity limit of 100, and you set the notification threshold for attendee types to 90%, an email will be sent when the 90th registrant of the Executive attendee type completes his or her registration.
Conditions for sending a notification: A notification email is sent only if all of the following are true:
- The Notification option is enabled for the event (Plan > Configure > Options > Functional Areas Needed by this Event).
- Notification for the item capacity/inventory is enabled under Alert Settings on this page.
- A capacity/inventory limit has been set on the item's setup page. (Some items do not necessarily have limits.)
- The number of registrations for the item reaches its threshold percentage set under Alert Settings on this page.
- A notification has not already been sent for that item since its capacity was last changed.
Alert Settings
To send a notification when capacity limits have been reached, select the required option(s):
1. Send notification email when any Attendee Type reaches [ ] % of its capacity limit. 2. To Recipient — Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when the check box is selected.) 3. Select the check box and enter a threshold value (as an integer between 1 and 100) to send an email to the specified recipient(s) when any attendee type reaches this percentage of the Capacity set on Plan > Event Setup > Attendee Types. 4. To Recipient — Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when the check box is selected.)
5. Send notification email when any Agenda Item reaches [ ] % of its capacity limit. 6. To Recipient — Enter the email address(es) to be emailed when the threshold is reached.
7. Send notification email when Event Capacity reaches [ ] % of capacity. 8. To Recipient — Enter the email address of the person(s) to receive the email when the threshold is reached.
9. Send notification email when any Room Block reaches [ ] % of its capacity limit. 10. To Recipient — Enter the email address(es) to be emailed when the threshold is reached.
11. Send notification email when any Session or Session Instance reaches [ ] % of its inventory limit. 12. To Recipient — Enter the email address(es) to be emailed when the threshold is reached.
Video: Managing Alerts
When you select a Send Notification option, the Event Primary Contact email address is automatically entered in the To Recipient field. You may change the recipient address or enter additional addresses (separated by commas or semicolons).
You may want to send additional notifications to recipients when new thresholds have been reached. However, Certain only sends one notification email per Send Notification setting. To send additional notification emails when limits are reached, you must "reset" the notification system. Resetting the system affects all the thresholds for attendee type records, agenda items and the event capacity, except those that have already reached 100% of their capacity limits.
Reset — To reset the system, click the Reset link, which shows only when limits are reached.
Alert History This section shows a record of each Alert email and each reset action. Click a record to view the details of an Alert email.
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