Configure Check-in Notification Rules

Check-in notification rules help automate attendee check-in reminders and no-show management.

You can configure check-in notification rules based on rooms, statuses, event types, and group types. The system generates a notification only when a reservation meets all criteria defined in the rule.

The system can also update the booking status automatically when attendees do not check in within a specified timeframe.

Check-in notifications are only available to Enterprise customers.

Before you configure check-in notification rules, install and configure the EMS Check-in Notification Service.

Configure a check-in notification rule

  1. Select Configuration > Administration > Check-in Notification Rules.

    The Check-in Notification Rules window opens and displays active check-in notification rules.

  2. Select New.

    The Check-in Notification Rule window opens.

  3. Enter the rule information. See the Check-in notifications fields table below.

  4. Open the Rooms page and select the rooms the notification rule applies to.

  5. Open the Statuses page and select the statuses that trigger notifications.

  6. Open the Event Types page and select the event types that trigger notifications.

  7. Open the Group Types page and select the group types that trigger notifications.

  8. Select OK.

Check-in notification fields

Field Description
Description Name or description of the notification rule. Maximum length is 50 characters, including spaces.
Apply Rule Determines whether EMS applies the rule before or after the booking event start time.
Change Status Changes bookings to a specified status when attendees fail to check in.
No Show Status Status that EMS applies when attendees do not check in within the configured timeframe.
Cancel Reason Reason that EMS records when it changes a no-show booking to a cancellation status.
Send Email Sends a check-in notification email.
Header Message Message that EMS displays at the beginning of the email.
Footer Message Message that EMS displays at the end of the email.
Include Virtual Link Adds a link to the reservation summary in Virtual EMS.
Include Cancel Link Adds a cancellation link to the notification email.
Include Check In Link Adds a check-in link to the notification email.
Email Group Sends the notification to the group's email address.
Email 1st Contact Sends the notification to the primary contact.
Email 2nd Contact Sends the notification to the secondary contact.
Email Web User Sends the notification to the associated Everyday User.
Email From Email address that EMS displays in the From field.
Email Subject Line Subject line displayed on notification emails. You can include EMS variables.