Notifications & Triggers

[Draft — pending review]

Ordinate can automatically send messages when specific actions occur in the system. These notification messages are configured with a trigger point, a template, and one or more subscribers (recipients).

Notifications are managed in Settings > Messages > Notifications.

How Notifications Work

Each notification is built from three components:

1. Trigger point — the action or event that causes the notification to fire (e.g. a meeting being approved, a guest checking in)
2. Template — the message content, using merge fields just like user message templates
3. Subscribers — who receives the notification

For example, you might set up a notification to email the host whenever a guest is added to one of their meetings, using a template that includes the guest's name and the meeting details.

Setting Up a Notification

1. Go to Settings > Messages > Notifications
2. Click Add to create a new notification (or clone an existing one)
3. Select a trigger point from the list (see Trigger Point Reference for all available triggers)
4. Define the subscribers — who should receive this notification
5. Create the template — the email or text message content, including merge fields
6. Enable the notification

Notifications can be enabled or disabled individually, so you can prepare them in advance and activate when ready.

Subscribers

Subscribers define who receives the notification. There are two approaches:

• By affiliation — choose from roles related to the trigger. For example, for a meeting trigger you might select Host, Organiser, All Staff Participants, All Guest Participants, or Greeters. The actual recipients are determined at the time the notification fires.
• Named individuals — specific staff members who always receive this notification. For example, a hotel coordinator might subscribe to all accommodation-related triggers.

Tip

If different people need to receive different information about the same trigger, create separate notifications on the same trigger point — each with its own template and subscribers.

Notification Templates

Templates for notifications work the same way as Message Templates, including full support for merge fields, conditionals, and formatting. They can be sent as email or text message.

The merge fields available depend on the trigger point context. For example, a meeting trigger provides access to Meeting.* fields, while a journey trigger provides Journey.* fields.

Guest Check-In Notifications

Check-in notifications have additional configuration options. Each staff member can control:

1. When to notify:

   • Never
   • Only meetings I host
   • Meetings I host or greet
   • All meetings I'm a participant in

2. Which guests:

   • Only the first guest to check in for each meeting
   • Every guest who checks in

Info

These preferences are set per-user in their own settings, not in the notification configuration. This allows each staff member to control their own alert frequency.