Event Email and Notifications

Astra Schedule generates internal notification messages or email messages, depending on the process or task involved.  Messages sent to Astra Schedule users are collected in the Notification List, and messages sent to external people, or manually sent are sent via email. 

Astra Schedule users can manually check their notification list for new messages, and/or subscribe to the list to be notified on a schedule when there are new items to view.

System-generated email messages may be formatted as HTML or as PDF documents attached to the message, depending on system email settings. (Due to limitations in Outlook’s HTML rendering in Office 2007, PDF attachments may be preferable.) When email messages are generated, the system uses a pre-formatted Crystal Report file as the template. The new message content is added to the report and is sent as either HTML or a PDF file.

 

Event Request

When an event request form is submitted, an email message is automatically generated and sent to the requestor for confirmation, and a Notification List entry is created for the person or person(s) associated with the Approver Group for the request form for approval.

When action is taken by an event request approver, the system generates a message to inform the requestor their event request was either confirmed, declined, or that more information has been requested.

 

Room and Resource Request

If allowed by the user's security setup, rooms and/or resources may be requested by users that do not have permission to officially reserve them.  Instead, the act of selecting a room or resource for an activity generates a request for the room or resource that is sent to one or more users responsible for approving or declining the request. These request messages are sent automatically to any user that is a member of the Approver Group created for the room or resource in question.

When action is taken (the request is either approved or declined, or the approver requires more information), confirmation messages are automatically generated. Approvers may add comments to declined requests and may ask for additional details before taking action.

After a room or resource is approved, if changes are made to the activity's times or dates, a new request is generated and the room or resource status returns to "requested" until an additional approval is made.

 

Event  Notifications

Event notification messages can be sent after creating an event (using the Send Notifications option), or at any time when saving changes to an event on the event form (using the Send Event Summary button). The event notification email message includes an event summary followed by meeting details for each meeting in the event. This message can be used as a confirmation to a customer and/or as a general notification to interested parties. The messaging tool provided allows you to enter a personal note to be added to the beginning of the event notification message. By default, the event notification message is sent to the event’s customer contact(s). Additional recipients may be added before sending the notification.

In many cases, users simply need to be “kept in the loop” when certain rooms are scheduled, resources are utilized, or events are created. Event summary messages can be manually sent at any time, but if the notification is more of a requirement, usage and status change messages can be configured to be sent automatically as well. If users are subscribed to rooms, resources, or events through Notification Groups, they are automatically copied when one of the items is either scheduled or canceled.

 

Notification Details

Messaging is supported for the following actions as part of the scheduling workflow. Multiple actions may be supported by the same message type and report file.

Event Summary Can be manually sent at any time while in view mode on a particular event. The message contains the event and meeting information including room and resource assignments and statuses. By default, the Event Summary message is sent to the customer contact for the event. When sending this message, the user has an opportunity to interact with the recipient list and may add or remove recipients, including event attendees, as well as add a comment to the message. Report file: Notification of Event Summary.rpt.
Event Request Received Sent automatically to the event requestor. This message confirms that the event request was received by the system and includes the event request details. Report file: Notification of Event Request Received.rpt.
Event Requested Sent to the Notification List automatically for all approvers of the specific event request form that a new request was submitted.
Event Request Approved Automatically sent to the event requestor when a submitted request is approved and the resulting event record is created and saved. This message confirms the details of their event and includes room and resource statuses. The message is also sent to any members of a notification group for the event request form. Report file: Notification of Event Request Approved with Summary.rpt.
Event Request Declined Automatically sent to the event requestor after their request is declined by an event approver. This message can include a description of the reason for the decline as entered by the approver at the time the message is sent. Report file: Notification of Event Request Declined.rpt.
Event Request - Need information Sent automatically to the event requestor when an event approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message. Report file: Notification of Event Request Info Needed.rpt.
New Notifications Sent to Astra Schedule users when new messages are in their notification list. The frequency of this message is configurable by the user when subscribing to the list. Report file: Notification of New Alerts.rpt.

 

Most messages sent to Astra Schedule users are sent to the notification list.  Users can check the notification list manually, and/or subscribe to the list to be notified on a schedule when there are new items. You can learn more by reading the Notification List article

Event/Meeting Status Changed Sent automatically to the event record owner (usually the primary event scheduler) when the event or event meeting status changes. Report file: Notification of Resource Status Changed.rpt.
Room Requested Sent to the Notification List automatically for all applicable approvers when a particular room is requested.
Room Approved or Declined Automatically sent to the requestor (the event scheduler) when a room approver approves or declines the room request from the request management list. Report file: Notification of Resource Confirmed or Declined.rpt.
Room - Need information Automatically sent to the room requestor when an approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message. Report file: Notification of Resource Request Info Needed.rpt.
Room Scheduled or Cancelled Sent automatically to any members of a notification group for the room in question when the room is scheduled or canceled. Additionally, the cancellation message is sent to any room approvers. Report file: Notification of Resource Status Changed.rpt.
Resource Requested Sent to the Notification List automatically for all applicable approvers when a particular resource is requested.
Resource Approved or Declined Automatically sent to the requestor (the event scheduler) when a resource approver approves or declines the resource request from the request management list. Report file: Notification of Resource Confirmed or Declined.rpt.
Resource - Need information Sent automatically to the resource requestor when an approver chooses the option to respond to the request with a question. The approver adds their question to the email before submitting the message. Report file: Notification of Resource Request Info Needed.rpt. 
Resource Scheduled or Cancelled Sent automatically to any members of a notification group for the resource in question when the resource is scheduled or canceled. Additionally, the cancellation message is sent to any resource approvers. Report file: Notification of Resource Status Changed.rpt.

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Comments

8 comments
  • Is there a way to disable emails to a specific user, if they don't want to receive event notification emails?

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  • Hi, Sabrina!

    There is not a way to disable emails to a specific user. I suggest having the user create a rule in their Outlook to have the emails go into a folder if they do not wish to have the emails in their inbox. You can also submit an enhancement request for this functionality in the Client Portal, or submit a post on the Enhancement Request community page!

    https://help.adastra.live/hc/en-us/community/topics/360001347131-Enhancement-Requests

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  • The verbiage above states "When an event request form is submitted, an email message is automatically generated and sent to the requestor for confirmation, and a Notification List entry is created for the person or person(s) associated with the Approver Group for the request form for approval."

    We currently have two different event request forms in our system, for two different campuses with two different approving groups. However, our notification list is showing all notifications from both group and is not creating one that is associated with each approve group. How can we fix this?

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  • Hi, Kori!

    For the notifications, are you talking about the notifications for approval with the green approval button, red decline button, etc? Or are you talking about just what I like to call "FYI Notifications" that tells you when an event or room is scheduled?

    The approval group is making sure to route the first ones - the approval and decline notifications. The routing is done through the users, so you'll want to make sure the correct users are in each approval group and that they are not in both. You'll also want to make sure the event request forms are not in both approval groups.

    If you are still having issues after checking these, please log a case so we can have a resource look at the setup with you!

    Thank you!

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  • Maggie,

     

    Thank you for the reply to my comment. I am referring to the Notifications for approval list. We do have the different forms linked to the different approval groups and only the necessary users are attached to each approving group role.

     

    The only other thing I am trying to look into before logging a case is if the users in each group all having admin access plays a part. We have multiple campuses that utilize the software and multiple admins that maintain and schedule events/use the system. It may have been the way we originally configured the setup during implementation.

     

    I am new to the system and I am trying to do some digging into our setup before I determine what to put in a case, I want to make sure I have tried all solutions that are available to me on our end first.

     

    Thanks,

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  • Kori,

    The user's role does not effect which approval notifications will be in their notification list. That is only dictated by the approval group.

    Thanks!

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  • Is it possible to customize the email notifications? Such as changing the subject line, body, or the attached PDF?

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  • Hi Jonathan,

    Yes, it is possible to customize the email notification. Please submit a support ticket including the name of the specific notification and any changes needed. We'll be happy to assist. 

    Thanks,

    Laurel Beekman

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