Notifications are crucial for the communication and management of your event. Find out everything you need to know about them here.
Notifications are automated messages that respond to specific actions or events within the system. They are triggered by so-called triggers and sent immediately to the relevant recipients. Unlike campaigns, which are always sent to larger target groups (e.g., invitation to an event), notifications are sent individually when these triggers occur (e.g., after a guest booking or a booking cancellation).
Predefined notifications are already set up in each event. So you don't have to do anything - we have already set up all important notifications, such as for bookings, cancellations, waitlist bookings, etc. You only need to edit these notifications if you want to customize them individually.
The existing templates for each event are automatically adopted from the parent workspace and can be customized for each event. It is recommended to set up a template in your workspace that matches the wording of your organization. This way, you don’t have to adjust the notifications for each event.
If you want to edit a notification, such as the booking confirmation, in your event, you can customize it directly within the event. This customization then only applies to your event. You have the option to overwrite, disable, or add new notifications.
To customize a notification, proceed as follows:
Be careful not to delete the booking scripts unless you explicitly want to remove certain elements like the personal link or booking summary from your notification.
By default, Oniva has an email sender address set up per workspace for sending emails. To override this email address for individual events, the email setting must be enabled in the event settings. See How to: Set up your own email sender address for sending event communications.
Note: Setting up a custom email sender address
Contact our support team using the form at the bottom of this page if you need an additional email sender address added. Depending on the permission level, we may need to make adjustments for your events even for an already configured email address.
Each notification has an action or trigger that triggers it, a channel, and a recipient who receives the notification. For some notifications, multiple recipients are configured per trigger. An example of this is the "Booking confirmed" notification, which is sent to both the guest (user) and the event manager. SMS notifications can also be configured based on specific actions.
For special functions, such as bookings on request or waiting lists, specific notifications are available. These are only sent if the corresponding function is activated. The exact functionality is described in the respective feature articles. The most common actions for notifications are "Booking created" and "Booking canceled".
These notifications can be triggered in all events.
If an account manager was added during input or import of contacts, they can receive notifications when the contact makes a booking, checks in, or cancels their booking. This way, the account manager is directly informed about the activities of their guests without having to communicate directly with the event manager or open the tool.
Notifications can be sent via SMS or email. For notification via SMS, a mobile number must be known. This can be queried in the registration form or imported.
Notifications are edited in HTML. You can customize the flow text if you want to edit the notification. The notifications can be reset to the default at any time via the action menu (···).
The footer and design of the notifications can be customized in the event settings. A standard design can also be set on the workspace.
You can trigger a test email via the action menu (···). This is sent in all languages and does not include variables such as name, e-ticket, etc. To test the notification with variables, log in for your event via the event website.
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{user.fullName} - First and last name of the guest{user.firstName} - First name of the guest{user.lastName} - Last name of the guest{user.additional.organization} - Organization of the guest{user.additional.function} - functtion of the guest{event.title} - Event title{event.dateDisplay} - Event date{event.venue.name} - Event venue{booking.distinctBookingOperations.0.title} - Display titles of booked options{booking.distinctBookingOperations.0.operationDate} - Display details of booked options{event.identifier} - Event ID{booking.bookingNr} - Booking numberIn the standardized templates for all notifications in Oniva, the salutation "Hello [First Name] [Last Name]" is used. This general form ensures a correct generation of the salutation, even when gender information is missing or data quality is poor.
If desired, the salutation can be customized to use specific formulations such as "Hello Mr. [Last Name]" or "Hello Ms. [Last Name]". Please note that this form of salutation only works correctly if the data is complete and accurate. In particular, the salutation must always be entered in the format "Mr." or "Ms.".
To ensure the salutation is generated correctly, it is recommended to configure a salutation selection with the options "Mr." and "Ms." in the registration form. If you want to give guests the option to select no salutation or another option (e.g., "diverse"), a fallback must be defined. In this case, the salutation will default to "Hello [First Name] [Last Name]".
To use the template, replace the existing salutation with the following:
("Dear Mr. Doe" / "Dear Mrs. Doe" / "Dear Jamie Doe")
<f:if condition="{user.additional.title} == 'Mr.">
<f:then><p>Dear Mr. {user.lastName}</p></f:then>
<f:else>
<f:if condition="{user.additional.title} == 'Mrs.'">
<f:then><p>Dear Mrs. {user.lastName}</p></f:then>
<f:else><p>Dear {user.fullName}</p></f:else>
</f:if>
</f:else>
</f:if>
The following code snippet must be placed in the notification to display information from a form field configured in the registration form. Replace the word IDENTIFIER with the identifier of the desired form field.
For information from the registration form
<f:if condition="{user.additional.IDENTIFIKATOR}">{user.additional.IDENTIFIKATOR}</f:if><br>For information from additional prompts
<f:for each="{booking.bookingOperations}" as="bookingOperation">{bookingOperation.IDENTIFIKATOR}<br></f:for>
If you have further questions or need assistance, feel free to contact us. Our team is ready to help you make the most of our notification system.
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