Configure Check-in Notification Rules (Excludes Professional)

Check-in Notification Rules help you automate the process of reminding users to check in and managing no-shows. You configure Check-in Notification rules based on rooms, statuses, event types, and/or group types. When you configure a Check-in Notification rule, you can configure it to generate an email that reminds users to check in and cancel no-showed events. 

To do this for group bookings, all the criteria you specify with these rules must be met. For example, if you specify "Room 100, Confirmed status, Analyst group type," then a Confirmed meeting for a Partner group type in Room 100 does not result in a notification being generated.

For notification emails to be sent, the EMS Check-in Notification Service must be installed and configured.

1. On the menu bar, navigate to Configuration > Administration > Check-in Notification Rules. 

   The Check-in Notification Rules dialog opens. This window lists all the check-in notification rules that configured in your EMS database with an Active status.

   To view all Check-in notification rules, regardless of status, under Show, click Inactive.

   The remainder of this procedure describes how to configure a Check-in notification rule “from scratch.” You can also configure a Check-in notification rule by copying an existing rule. Select the notification rule that you want to copy, click Copy, and then go to Step 3.

2. Click New. 

   The Check-in Notification Rule dialog opens.

3. Enter the information for the new Check-in Notification rule.

   Option	Description
   Description	The name or the description for the notification rule (maximum of 50 characters, including spaces).
   Apply Rule	Determines when the Check-in notification rule will be applied and trigger. This can be either before or after the Booking Event Start Time.
   Change Status	Select if the group’s bookings are to be changed to the status selected on the No Show Status field. If a status is not available, you can configure it.
   No Show Status	The status to which the group’s bookings are changed if the group “no-shows” (do not check in within the allotted time).
   Cancel Reason	Optional. Available only if the No Show Status is a Cancel Status type. Select a reason for canceling the “no-show” group. If a cancel reason is not available, you can configure it.
   Send Email	If selected, it sends a notification email to the selected party.
   Header Message Footer Message	Select a header and/or footer message to display on every sent Check-in notification. If a message is not available, you can configure it.
   Include Virtual Link	Includes a link to the reservation summary in Virtual EMS.
   Include Cancel Link Include Check In Link	Available only if Change Status is not selected. Provides links in the notification email so that a user can cancel or check into the booking directly from the notification email.
   Email Group Email 1st Contact Email 2nd Contact Email Web User	Select options to indicate to whom the Check-in notification is to be sent. If a group, contact, and/or web user is not available, you can configure it. Learn how to Configure Groups, Configure Contacts, and Configure Everyday Users.
   Email From	Enter the email address to display in the Email From field for the group notification. If you leave Email From blank, then the Email From address that was defined during the installation and configuration of the EMS Email Notification Service is used.
   Email Subject Line	Enter the text to display in the email subject line. Variables pull in selected data from the event for which the notification is being emailed. You can include variables as described in the Legend. For example,%2% is the code for the group name, so “Notification for %3%” would result in “Notification for Consumer Electronics Association” being displayed in the subject line if "Consumer Electronics Association" was the name of the event.

4. Do one or more or all the following to set the criteria to trigger a notification:
   • Select the Rooms tab and do the following to search for the rooms for which the notification is to apply:
   • In Building, select one of the following—(all) buildings, a specific building, a specific area, or a specific view.

   If a group, contact, and/or web user is not available, you can configure it. Learn how to Configure Groups, Configure Contacts, and Configure Everyday Users.

   • In Room Type, leave the default value of (all), or select a specific room type. 
   • On the Available list, select the room, or Ctrl-click to select multiple rooms, and then click the Move button (>) to move the selected rooms to the Selected list. If the appropriate room type is not available, you can configure it.
     
   • Select the Statuses tab, and on the Available list, select the status, or Ctrl-click to select the multiple statuses, and then click the Move button (>) to move the selected statuses to the Selected list. If the appropriate status type is not available, you can configure it.
     
   • Select the Event Types tab, and on the Available list, select the event type, or
     Ctrl-click to select the multiple event types, and then click the Move button (>) to move the selected event types to the Selected list. If the appropriate event type is not available, you can configure it.
     
   • Select the Group Types tab, and on the Available list, select the group type, or
     Ctrl-click to select multiple group types, and then click the Move button (>) to move the selected group types to the Selected list. If the appropriate group type is not available, you can configure it.
     

   If the suitable room, status, event or group type is not available you can configure it.

5. Click OK.