Booking Admin - Alerts

Configuring alerts from the Booking system

Written By Ed Kinne

Last updated 7 days ago

The Korbyt Booking Alerts engine can be configured to automatically send a variety of notifications. The notifications can be sent to everyone involved/attached to the booking, third parties, and can communicate with other software such as Microsoft Outlook and the Cisco Telepresence

Software. Alerts can include a printable Confirmation Report as an attachment.

Also, regular Service Alerts are not configured by default.

Note: that some Alerts are not currently used.

Most Common Alerts Configured

Alert	Result
Booking Request Received (Global)	Alerts are sent to the individual who created the booking, confirming that their request has been received.
Approval / Denial (Global)	Alerts are sent to a specific group (for example, Reception). Allows them to approve or deny a booking request directly from the email.
Booking Denial (Global)	Alerts are sent to the individual who created the booking to inform them that their request has been denied and therefore canceled.
Booking Confirmed (Global)	Alerts are sent to meeting participants when the booking is confirmed.
Quick Confirmation (Property)	Alerts can be manually generated and sent to the desired meeting participants. The Quick Confirmation report contains all the details of the meeting.
Booking Modified (Global)	Alerts are sent to meeting participants when the booking is modified, including changes to: Booking / Resource Title, Booking Notes, Booking Type, Requester, Host, Status, Date, Time, Room Relocation, Meeting Status, Question, etc.
Resource(s) Cancellation (Global)	Alerts are sent to meeting participants when a room in a multi-room booking is canceled, ensuring participants are aware of the cancellation.
Full Booking Cancellation (Global)	Alerts are sent to meeting participants when the entire booking is canceled, ensuring participants are aware of the cancellation.
Service Notifications (Property)	Alerts will notify Departments of last-minute changes. This Alert can be sent to a specific service department or to all departments. These Alerts will be sent if services are booked, modified, or canceled within a specific time frame.
Visitor Notification (Global)	Alerts are sent to the meeting host to notify them when an external participant has joined.
Booking Reminder (Global)	Alerts are sent to remind individuals of an upcoming meeting. This is configured to days or minutes before the meeting occurs.

NOTE: If you want to create a date/time modified Alert, use the Booking Modified Alert. Do not use the Booking Date or Time Modified Alert.

Creating Alerts

Go to Administration > Alerts > Add New Alert button
Select the alert type from the Settings list on the left side of the page
Enter the Alert Name to identify it in the system.
Check Yes or No for Global. Most alerts are global (all properties), but some, e.g., Service Alerts, are property-specific. If No, select the applicable property.
Select the applicable Booking Roles. Some alerts, e.g., Service Alerts, do not require recipients because it pulls the recipients' email from elsewhere in the system
Select the email notification settings
- Enter additional recipients in the To, CC, and BCC fields.
- In the mandatory From field, enter a company email (or a placeholder).
- In the Subject line, enter the tag @@Event_Title@@ and clearly identify what kind of alert this is.
Select the Reports settings
- Choose the Language Preference for the attached reports.
- Select a report(s) to include from the Reports list (optional).
Select the alert triggers. The trigger options will vary based on alert type
- Booking Type Specific: Alert will trigger when a specific booking type is selected during the new booking process. Making an Alert Booking Type Specific is optional and not usually used when Alerts are initially configured.
- Booking Primary Location: Alert will trigger ONLY if the primary property of the booking is the same as the property configured in the Alert. When this box is unchecked, the alert will trigger if there is at least ONE resource in the booking that sits within the property that this Alert has been configured for. This is only available when the alert is not set as Global.
- UI Type Specific: Allows/restricts which user interfaces will trigger the Alert. Bookit Outlook, Web, and Bookit are the UIs usually selected.
- Booking Status: Alert will only trigger when the selected Booking Statuses are used in a booking. Select the applicable Booking Statuses. Which Booking Statuses appear in the dropdown will depend on what type of Alert is being made.
- Items Modified: Alert will trigger when a selected booking item is changed. Select the Date and Time for a Date/Time Modified Alert.
Select the email configuration settings
- To set the Send alert as an attached invitation, select Direct Invitation (Vcal) or Mail (ICS). The invite will populate the recipients' Outlook calendar with the booking.
- To have emails appear with the requester’s email in the from field, select Yes for Send Vcal from Requester
- In Send Report As, select Attachment. The report will be fixed as an attachment for all alerts (excludes Quick Confirmation).
- Click Choose File to add an attachment. Click Upload. o Click Add/Edit to open the email text box. Edit and use the tags as needed. Click Save and exit.
Double-check all your options. Click Save

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