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Here are a couple of examples that will help you select the E-mail Notification options that are best for you in your role with your organization.

If one e-mail address is associated with more than one booked resource, only one e-mail is sent.

Helpful Information

(tick) Means yes, you have access to a right or will receive a notification!

(error) Means no, you do not have access to a right or a notification.

 Example 1: The Thompson Wedding 
UserRightsWants Notifications of
David

(tick) can view the Worship Service Calendar

(tick) can approve events on the Worship Service Calendar

(tick) new events awaiting approval

(error) modifications to events

James 

(tick) can view the Worship Service Calendar

(error) can approve events on the Worship Service Calendar

(error) new events awaiting approval

(tick) modifications to events

Annie 

(tick) can view the Worship Service Calendar

(tick) can approve events on the Worship Service Calendar

(tick) new events awaiting approval

(tick) modifications to events

David enters the Thompson Wedding as a pending event in the Worship Service Calendar. 

He also booked the following resources:

Booked ResourceAssociated E-mail
Portable Sound System
Wireless Microphone 

Media@example.com

CameraJane.Smith@example.com
SanctuaryCustodian@example.com
Arch
Candelabra 

WorshipCommittee@example.com

PastorJohn.Davis@example.com
Minister of MusicBob.Smith@example.com
Notifications Sent?

(error) Since David created the pending event, he does not receive any notification - he already knows it exists.

(error) James did not request to receive notification of pending events.

(tick) Annie receives notification of the pending event.

 

Annie confirms the Thompson Wedding event. 

Modification Notifications Sent

Upon confirmation, David receives an e-mail notification that the event he created is approved.

In addition, the following recipients associated with each booked resource will receive e-mails:

E-mail Recipient

Media@example.com (Portable Sound System, Wireless Microphone)

Jane.Smith@example.com (Camera)

Custodian@example.com (Sanctuary)

WorshipCommittee@example.com (Arch, Candelabra)

John.Davis@example.com (Pastor)

Bob.Smith@example.com (Minister of Music)

 

If the Thompson Wedding event is modified, canceled, or deleted:

Recipients of Modification E-mail Notifications

(tick) Annie, James, and all recipients associated with booked resources will be sent a modification e-mail.

(error) David will not receive an e-mail, he only requested to be notified of pending events.

 Example 2: Thanksgiving Luncheon

Susan created the Thanksgiving Luncheon event and left it as a pending event. 

Pending Notification Sent

 A notification e-mail will be sent to any authorized user who chose to receive one.

The Thanksgiving Luncheon is confirmed by another user.

Confirmation Notification Sent

Since Susan created the event, she will automatically receive a notification that the Thanksgiving Luncheon event has been approved.

If Susan wants to receive an e-mail to notify her of changes to the event's status, she must select the option under User Preferences.

Since some organizations have one central person to enter every event request, this feature is not selected by default.


 



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