Configure Group Notification Rules

Group notification rules determine when EMS sends email reminders to groups that hold events at your facility.

The system evaluates all criteria defined in the notification rule before sending a notification. Every criterion must match before EMS generates the notification.

EMS Enterprise supports multiple group notification rules. EMS Professional supports a single group notification rule.

Before you configure group notification rules, install and configure the EMS Email Notification Service.

Configure a group notification rule

  1. Select Configuration > Administration > Group Notification Rules.

    The Group Notification Rules window opens and displays the active group notification rules configured in EMS.

  2. Optional: To display inactive group notification rules, select Inactive in Show.

  3. Select New.

    The Group Notification Rule window opens.

  4. Enter the rule information. See the Group notification fields table below.

  5. Select a frequency for the notification. See the Frequency options table below.

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

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

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

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

  10. Open the Categories page and select the categories that trigger notifications.

  11. Select OK.

Group notification fields

Field Description
Description Description of the notification rule. Maximum length is 50 characters, including spaces.
Header Message Message that EMS displays at the beginning of the notification email.
Footer Message Message that EMS displays at the end of the notification email.
Email Format Determines whether EMS sends the notification as HTML or plain text.
Frequency Determines how often EMS sends notifications.
Multiple Bookings Only Available only in EMS Workplace. EMS sends notifications only when users have multiple bookings on a single day.
Send Confirmation Attaches a full reservation confirmation to the notification email.
Email Notification At/Time Zone Determines when EMS sends the notification.
Include Cancel Link Adds a cancellation link to the notification email.
Include Reconfirm Link Adds a reconfirmation link to the notification email.
Reconfirm Status Status EMS applies after a recipient reconfirms the reservation.
Email Group Sends notifications to the group's email address.
Email 1st Contact Sends notifications to the primary contact.
Email 2nd Contact Sends notifications to the secondary contact.
Email Web User Sends notifications to the associated Everyday User.
Email From Email address displayed in the From field of the notification email.
Email Subject Line Subject line displayed on notification emails. You can include EMS variables in this field.
Inactive Marks the notification rule as inactive.

Frequency options

Frequency Description
Daily Sends notifications a specified number of days before or after the booking date.
Weekly Sends notifications on a selected day for bookings that occur on a specified future day.
Monthly Sends notifications a specified number of days before the end of the month.