This page is only available if the Notification feature is enabled under Event Module in the Functional Areas Needed by This Event section of the Event Options page: Plan > Configure 0ptions.
Use the Notification feature to configure an email notification to be sent to one or more recipients when any one or more 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
- session instances
For example, an attendee type called "Executive" can have a capacity limit of 100. A notification threshold for attendee types can be set to 90%. An email can be sent to the specified recipient(s) when the 90th registrant of the "Executive" attendee type completes registration.
A notification email is sent if all of the following are true:
1. The Notification option is enabled for the event. The Notification option path is Plan > Configure > Options > Functional Areas Needed by this Event. 2. Notification for the item (Attendee Type, Agenda Item, etc.) capacity/inventory is enabled under Alert Settings on this page. 3. A capacity/inventory limit is set on the item's setup page. Some items do not necessarily have limits. 4. The number of registrations for the item reaches the threshold percentage set under Alert Settings on this page. 5. A notification has not already been sent for that item since the item's capacity was last changed.
Alert Settings
To send a notification when capacity limits have been reached, select the required option(s).
- Send notification email when any Attendee Type reaches [ ] % of its capacity limit
Select the check box.
Enter a threshold value.
The threshold value is an integer between 1 and 100.
This selection sends an email to the specified recipient(s) when any attendee type reaches this percentage of the Capacity set on Plan > Event Setup > Attendee Types.
- To Recipient
Enter the email address of the person(s) to receive the email when the threshold is reached.
The field displays only when the check box is selected.
- Send notification email when any Agenda Item reaches [ ] % of its capacity limit
Select the check box.
Enter a threshold value.
The threshold value is an integer between 1 and 100.
This selection sends an email to the specified recipient(s) when any agenda item reaches this percentage of the Inventory limit set on Plan > Event Setup > Agenda.
- To Recipient
Enter the email address of the person(s) to receive the email when the threshold is reached.
The field displays only when the check box is selected.
- Send notification email when Event Capacity reaches [ ] % of capacity
Select the check box.
Enter a threshold value.
The threshold value is an integer between 1 and 100.
This selection sends an email to the specified recipient(s) when the number of registrations for the event reaches this percentage of the Registration Capacity set on Plan > Event Setup > Details.
- To Recipient
Enter the email address of the person(s) to receive the email when the threshold is reached.
The field displays only when the check box is selected.
- Send notification email when any Room Block reaches [ ] % of its capacity limit
Select the check box.
Enter a threshold value.
The threshold value is an integer between 1 and 100.
This selection sends an email to the specified recipient(s) when any room block reaches this percentage of the Inventory limit set on Plan > Accommodation > Blocks.
- To Recipient
Enter the email address of the person(s) to receive the email when the threshold is reached.
The field displays only when the check box is selected.
- Send notification email when any Session or Session Instance reaches [ ] % of its inventory limit
Select the check box.
Enter a threshold value.
The threshold value is an integer between 1 and 100.
This selection sends an email to the specified recipient(s) when any session or session instance reaches this percentage of the Capacity set on Manage > Speakers and Sessions > Sessions.
- To Recipient
Enter the email address of the person(s) to receive the email when the threshold is reached.
The field displays only when the check box is selected.
Video: Managing Alerts
When a Send Notification option is selected, the Event Primary Contact email address is automatically entered in the To Recipient field. The recipient list can be changed. Additional recipient addresses can be added. Additional recipient addresses are separated by commas or semicolons.
You may want to send additional notifications to recipients when new thresholds have been reached. A Send Notification setting sends only one notification email. Additional notification emails require resetting the notification system. Resetting the system affects all the thresholds for attendee type records, agenda items, and the event capacity. The exception is thresholds that have already reached 100% of their capacity limits.
- Reset
To reset the system, click the Reset link.
The Reset link 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.