Availability and Access
This page is available only if the Notification feature is enabled under the Event Module.
The feature is configured in the Functional Areas Needed by This Event section of the Event Options page (Plan > Configure Options).
What the Notification Setup does
The Notification Setup allows configuring 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, and session instances.
Example
If an attendee type called "Executive" has a capacity limit of 100 and the notification threshold for attendee types is set to 90%, then an email will be sent to the specified recipient(s) when the 90th registrant of the Executive attendee type completes their registration.
When a notification email is sent
A notification email is sent 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 (Attendee Type, Agenda Item, etc.) 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):
Attendee Type
- Send notification email when any Attendee Type reaches [ ] % of its capacity limit.
- To Recipient: Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when check box is selected.)
- To Recipient: Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when check box is selected.)
Agenda Item
- Send notification email when any Agenda Item reaches [ ] % of its capacity limit.
- To Recipient: Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when check box is selected.)
- To Recipient: Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when check box is selected.)
Event Capacity (Registration Capacity)
- Send notification email when Event Capacity reaches [ ] % of capacity.
- To Recipient: Enter the email address of the person(s) to receive the email when the threshold is reached. (Field displayed only when check box is selected.)
Room Block
- Send notification email when any Room Block reaches [ ] % of its capacity limit.
- To Recipient: Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when check box is selected.)
- To Recipient: Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when check box is selected.)
Session or Session Instance
- Send notification email when any Session or Session Instance reaches [ ] % of its inventory limit.
- To Recipient: Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when check box is selected.)
- To Recipient: Enter the email address(es) to be emailed when the threshold is reached. (Field displayed only when 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.
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. For instance, if you change the threshold from a lower to higher percentage, you may want to know when a higher threshold is 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.