Event notifications and what triggers them

A user is notified that they’ve been added to an event:

You have been added to %{event_name}. It takes place on %{event_date} at %{event_time}.

If the user has a registered email address, they also receive a matching email in their inbox:

This notification is triggered if an event admin adds users to an event via the admin screen for the event:

This notification is also triggered if a user registers by clicking the Register button on the homepage for the event without needing approval and there are enough spaces available:

The user is added to the event as an attendee.

An attendee is notified that an event is happening in a set amount of time:

%{event_name}' is happening in %{amount_of_time}

This notification is triggered if the event creator selects the following options in the Notifications section when configuring the event:

• Selects the Attendees checkbox so that all attendees are notified.
  

• Selects one or more checkboxes in the When should users be notified before event? section, so that notifications are sent through at certain intervals, such as 1 week, 3 days, 1 day, 1 hour, and 10 minutes prior to the start of the event occurrence.

The user is notified that the event is due to take place.

A user has been removed from the event and is no longer an attendee:

%{remover_name} has removed you from the following event: %{event_name}

If the user has a registered email address, they also receive a matching email in their inbox:

An event admin has removed the user from the event by clicking the Remove user button in the Applicants tab on the admin screen for the event.

The user is removed from the event and is no longer a registered attendee.

The user has been added to the waitlist for an event that is currently full to capacity:

You have been added to %{event_name} waitlist. We'll notify you if you get added to the event

If the user has a registered email address, they also receive a matching email in their inbox:

This notification is triggered if the user has applied to attend an event that is currently full to capacity (reached the maximum number of attendees). If an event has a limited number of spaces and the maximum capacity is reached, the user can opt to join the waitlist by clicking Join waitlist on the homepage of the event. If a space becomes free and the user is at the top of the waitlist, they may be automatically added as an attendee, or if they must be approved and added manually, they will need to wait to be added by an approver, their manager, the event creator, or an event admin, depending on the configuration.

The user must wait until a space becomes available, for example, a current attendee is removed from the event or an attendee withdraws from the event themselves.

The user on the waitlist is either manually added to the event by an event admin, or they are added automatically by the system if a space is freed up and they are at the top of the waitlist.

Details of the event have been updated:

This event has been updated: %{event_name}

If the user has a registered email address, they also receive a matching email in their inbox:

This notification is triggered if a change is made to an event occurrence, including when the time, date or location of the event has been altered by an event admin.

All registered attendees receive a notification stating that the event has been updated. The user can then click the link to the event in the notification and check event for any changes.

The user is moved from the waitlist to the attendees list:

Congratulations! You're no longer on the waitlist for %{event_name}, you're attending the event!

If the user has a registered email address, they also receive a matching email in their inbox:

The following settings can trigger this notification, depending on how the event settings are configured:

• The user is automatically moved from the waitlist to the event if an existing attendee is removed from the event or withdraws freeing up space.
  

• An event admin manually adds the user to the event by clicking the Add user to event button in the Waitlist tab on the admin screen for the event.

The user is moved from the waitlist and added to the event as an attendee.

An event is shared with a user or a user is invited to an event by an event admin:

%{user_name} shared %{shareable_name} with %{share_with}

This notification is triggered if an event admin:

• Clicks the Invite users button and in the Applicants tab on the admin screen for the event:

• Clicks the Share icon on the event homepage.

  

The user is notified and receives a link to the event in they notification. If they click the link, they are taken to the landing page for the event where they can register to attend.

A message is sent by an event admin to all attendees:

User %{initiator_name} sent you a message regarding participation request for %{event}: %{request_subject} %{request_message}

If the user has a registered email address, they also receive a matching email in their inbox:

This notification is triggered if an event admin clicks the Notify users button in the Applicants tab of the admin screen for the event, and then enters a message and clicks Notify.

All registered attendees receive a notification containing the message from the event admin.

A specific attendee receives a personal message from an event admin:

User %{initiator_name} sent you a message regarding participation request for %{event}: %{request_subject} %{request_message}

If the user has a registered email address, they also receive a matching email in their inbox:

This notification is triggered if the an event admin clicks the Notify bell next to a specific user in the Applicants tab on the admins screen for the event, and then enters a message and clicks Notify.

All specified attendees receive a notification containing the message from the event admin.

A user’s manager has added them to an event:

%{manager_name} has added you to the waitlist for %{event_name}

If the user has a registered email address, they also receive a matching email in their inbox, which includes the optional message to the reportee from the manager:

The user’s manager clicks the Add reporttees button on the homepage for the event, selects their reportee, and clicks Add:

The reportee is added to the event as an attendee.

The user’s application to attend an event has been declined:

%{participant} has applied for the event %{event}

If the user has a registered email address, they also receive a matching email in their inbox:

During the creation and configuration of the event, the creator has specified that applicants must be approved by a manager, specified approver, or event creator, or all three, before they can attend the event, in the

The user’s manager, specified approver, or event creator then declines the user’s application to attend, by opening the application request notification, clicking Decline, and then entering a message to the user explaining the reason for declining their request:

The user’s application to attend the event is decline.

A user has applied to attend an event and is awaiting approval:

You have been added to %{event_name} %{occurrence_starts_at} and your approval is pending. The approver has been notified of your request.

If the user has a registered email address, they also receive a matching email in their inbox:

A user clicks the Register button on an event that requires attendees to be approved.

The user’s application is sent to the relevant approvers such as a specified approver, the user’s manager, or the event creator via notification, where it must be approved or declined.

You missed the event %{event_name} on %{event_date} %{event_time}.

If the user has a registered email address, they also receive a matching email in their inbox:

This notification is triggered when the event host specifies that an attendee did not attend the event.

This is done by clicking the Take attendance button the homepage of the event, and then clicking the cross (x) next to the attendee's name in the Attended? column:

The attendee is marked as having not attended the event.

The event creator receives a notification reminding them that the event is due to occur in a set amount of time:

Your event, '%{event_name}', is happening in %{amount_of_time}

This notification is triggered if the event creator selects the following options in the Notifications section when first configuring the event:

• Selects the Event creator checkbox so that the creator of the event is notified.
  

• Selects one or more checkboxes in the When should users be notified before event? section, so that notifications are sent through at certain intervals, such as 1 week, 3 days, 1 day, 1 hour, and 10 minutes prior to the start of the event occurrence.
  

  

The event creator is notified of the upcoming event.

Attendee has withdrawn from the event that they had registered to attend:

%{applicant} has withdrawn from the event %{event_name} - %{occurrence_starts_at}

If the user has a registered email address, they also receive a matching email in their inbox:

This notification is triggered when:

• A user who has applied to attend an event and withdraws their application by clicking the Withdraw button on the homepage for the event.
  

• The Sign off required and Event creator options have been selected in the Applicant approval section when the event was created:

The event creator is notified of the withdrawal.

The event creator has been notified that a user has applied to attend the event and their application to attend must either be approved or declined:

%{participant} has applied for the event %{event}

During the creation and configuration of an event, the event creator has selected the Sign off required and Event creator checkbox in the Applicant approval section.

The applicant’s application to attend the event must either be approved or declined.

The host is notified that they are due to host an event in a set amount of time:

You’re hosting '%{event_name}' in %{amount_of_time

Examples:

If the user has a registered email address, they also receive matching emails in their inbox:

This notification is triggered if the event creator selects the following options in the Notifications section when creating and configuring the event:

• Selects the Event host checkbox so that the host is notified.
  

• Selects one or more checkboxes in the When should users be notified before event? section, so that notifications are sent through at certain intervals, such as 1 week, 3 days, 1 day, 1 hour, and 10 minutes prior to the start of the event occurrence.

  

The host is notified that they are due to attend an upcoming event.

%{participant} did not attend the event %{event_name} on %{event_date} %{event_time}.

A user is notified that they have been chosen to act as a specified approver for an event by the event:

%{event_owner} has made you the %{approver} of the event %{event}

If the user has a registered email address, they also receive matching emails in their inbox:

During the creation and configuration of an event, the event creator has selected a user to be the specified approver for the event by selecting the Specified user sign off checkbox, and then selecting the user. The selected user is then sent a notification that they are the approver.

The chosen approver is responsible for approving users to attend the event. When a user registers to attend, the approver will sign off on their attendance.

The specified approver has been notified that a user has applied to attend the event and their application to attend must either be approved or declined:

%{participant} has applied for the event %{event}

During the creation and configuration of an event, the event creator has selected a user to be the specified approver for the event by selecting the Sign off required and Specified user sign off checkboxes and then selecting a user, in Applicant approval section. The selected user is then sent a notification that they are the chosen approver.

The applicant’s application to attend the event must either be approved or declined.

The specified approver is sent a reminder notification that an event is happening in a set amount of time:

The event you’re an approver of, '%{event_name}' is happening in %{amount_of_time}

If the user has a registered email address, they also receive matching emails in their inbox:

This notification is triggered if the event creator selects the following options in the Notifications section when creating and configuring the event:

• Selects the Specified approver checkbox so that the selected user who is acting as the specified approver for the event is notified.
  

• Selects one or more checkboxes in the When should users be notified before event? section, so that notifications are sent through at certain intervals, such as 1 week, 3 days, 1 day, 1 hour, and 10 minutes prior to the start of the event occurrence.

  

  
  

The specified approver is notified of the upcoming event.

Attendee has withdrawn from the event that they had registered to attend:

%{applicant} has withdrawn from the event %{event_name} - %{occurrence_starts_at}

If the user has a registered email address, they also receive a matching email in their inbox:

This notification is triggered when:

• A user who has applied to attend an event withdraws their application by clicking the Withdraw button on the event.
  

• The Sign off required and Specified user sign off options have been selected in the Applicant approval section when the event was created:

The specified approver is notified of the withdrawal.

A user is notified that they have been chosen to act as a specified approver for an event by the event:

%{event_owner} has made you the %{approver} of the event %{event}

If the user has a registered email address, they also receive matching emails in their inbox:

During the creation and configuration of an event, the event creator has selected a user to be the specified approver for the event by selecting the Specified user sign off checkbox, and then selecting the user. The selected user is then sent a notification that they are the approver.

The chosen approver is responsible for approving users to attend the event. When a user registers to attend, the approver will sign off on their attendance.