*Notifications

Overview: This utility allows you to edit the default email notifications for a specific class. 

See the related article called Create a Custom Notification

Event Setup > Notifications

Fill out the Notification Email From field so the registrant can identify who the email notification is coming from.  If you do not enter a name, the "From" box in the participant's email will include the sender's email address.

How to Edit a Notification - Choose the message you wish to edit and click on the [Click here to edit] option.  This will bring up the text editor with your default message which you can then edit.  

 The option to edit a message is only available if you have activated a scenario that would require it. For example, you will see the Wait List edit option only if the event is set up to accept wait list registrations.

Carbon Copy Email - If you need to send a carbon copy of a specific notification to someone, enter the appropriate email address in the "CC" field to the right of the selected message. Separate multiple addresses with a semi-colon.

Internal Notification Options - Persons within your organization can receive simple notifications containing only basic information about the event and registrant. Separate multiple addresses with a semi-colon.

Personal Calendar Scheduling Options

Registrants can update their online calendar with an event's date and time by clicking a link in the confirmation email.  *Note, this feature does not work with "Additional Dates".

The Calendar Tags are [OutlookScheduleLink] and [GoogleScheduleLink]. When added to the Confirmation email, the registrant will see a link that says either 'Update Your Calendar' or 'Update Your Google Calendar'.  When clicking the link, the registrant should choose 'Open'. (Some organizations may not allow registrants to add the information because of firewall restrictions. Also, some older calendar applications may not support this functionality.) When using the Appointment Times question template, which is a Registration Question option, registrants can add the specific appointment time to their calendars.

Calendar Cancel Tag - gives registrants the ability to remove a class or other event from their personal calendar. The tag is called [CancelOutlookScheduleLink], and it appears in the Learning Stream Tags list under 'Registrant Tags.' It's just under [OutlookScheduleLink].

Calendar Message - You can choose between the vCal format and the iCal format. iCal is a newer and more robust version of vCal. You can also change the default message that will appear on the notes section of the registrant's calendar appointment page. The default message includes a link to the event description.

Adjust appointment time - Learning Stream will automatically block out the event start time through the end time (if applicable) on the person's calendar. Use the time adjustment feature if you want to extend the blocked-out time beyond the event start and end times.

Enable Reminder - Include a calendar reminder to registrants before the event start time if you are using the schedule option and [OutlookScheduleLink] Tag.

Google Calendar Options

There are three options that can be used to select the time zone your registrant will see when they use the link in their notification labeled Update your Google Calendar.  This will add the event to their Google calendar. These options affect the display of the appointment/meeting invitation before it's added to their calendar. These settings are located under Event Setup > Notifications in the "Registrants Personal Calendar Scheduling Options" section.  *Note - Option to Update Calendar Based On should be set to Event Start Date/Time to activate this feature.

• Google’s default is to display the time zone in UTC format in the appointment/meeting invitation. Note: When the registrant adds this to their calendar, it will display in the registrant’s time zone.
• You can select to display the appointment/meeting invitation in the time zone assigned to the event at Event Setup > Advanced
• If you use the Learning Stream Calendar feature that allows a registrant to select their time zone, the appointment/meeting invitation will display in that zone. Note: The registrant must start at the calendar to use this feature.

Notifications Text Editor

You can completely customize any email sent via Learning Stream. The text editor in each case includes a standard template that you can replace or add to. The Tags on the right include useful information contained elsewhere in the setup of the event. Any Tags can be included in the email. To add a Tag, place your cursor where you want the information to appear in the text editor, and then click on the Tag. For more information on using the text editor, click here.

PayBalance Link

If registrants owe money, perhaps because you took deposits during the registration, or if you allowed registrants to make changes resulting in additional fees, you can include a Learning Stream Tag called [PayBalanceLink] to the confirmation email. If a registrant owes money, and you accept credit cards, he or she can click on the link in the email to make the additional payment. The registrant will see a screen like the one below:

Balance Due Tag - If you are accepting group registrations, the total balance due will be split among all members of the group while noting the total amount due.

Question Tags

Custom Question Tags will be available for notifications if you have set up the Tags when creating questions. See Check Box and Radio Buttons under Event Setup/Registration Form. These Tags can help provide registrants with more information such as the time and place of breakout sessions.

After setting up the Tags, you will see an expandable list added to the other Tags. Click on it to see a list of all questions and answers that have Tags associated with them for the event.

Click on each one to place it in the proper spot on the notification message, just as you would other Tags.

Pending and Delivered Notifications

You can monitor this communication, and create custom messages, via the Message Center on the event's left menu.

Pending Notifications

The system will send cued messages in ten-minute intervals. You can view those messages by clicking on the Pending tab. If necessary, you may also delete a cued notification by clicking "Edit" next to the message and then "Delete Notification". Or you may delete all pending notifications using the button at the top of the pending screen called Delete All Pending.

Sent Notifications

Check to see if and when a notification was sent by clicking the Sent tab. You'll see key information, including the recipient's name, email address, the message's subject, as well as the date and time the message was delivered. A record of any Internal notifications will be included, but there will be no record of any "CC'd" messages.

 Sent email messages are not stored in the system past 90 days. However, you can re-send a confirmation message by clicking "Edit" on the registrant's form. You can also copy and re-send any custom notifications.

Disable Automatic Notifications

Disable automatic notifications by clicking on the message near the top of the notification page that states, "Notification Delivery Enabled. Click here to disable."  After doing this, the message will read "Notification Delivery Disabled.  Click here to enable."  You may change this option at any time.

Delete All Pending

While emails have a pending delivery status, they may be deleted individually by clicking [View] and "Delete Notification", or all at once by clicking "Delete All Pending" on the Pending screen.

Delivery errors

In some cases, Learning Stream may not recognize a registrant's email address as valid (i.e. the registrant failed to include ".com" in the address). The message status would then show as a Delivery Error. However, the system will still send the message despite other problems, such as a misspelled prefix (i.e. jsmeth@learningstream.com rather than jsmith@learningstream.com).  If the registrant's email system does not accept the message, a delivery error message will be sent to your Learning Stream email account. This will also occur if the registrant's email system is unavailable to receive incoming messages.

If your account has the Text Messaging feature you will see Delivery Error for messages where the registrant did not opt-in to receive text notifications on the event registration form.

Automatic emails, such as confirmation messages and reminders, are a key component of Learning Stream. Please consider your organization's security risk standards when choosing certain functionality. Information about registrants can be included in communications to them and may be accessible to others.