Notifications Module

Introduction

Team2Book scheduler has built-in notifications to alert users (consumers and client managers) of important information. Messages are delivered by email, to the email address defined in the Client Dashboard. By enabling the Team2Book scheduler Notifications, you can notify users using scheduled notifications like the “Enter availability / non-availability” or using immediate notifications in case of scheduling problems. Email notifications are sent only to the email address specified in the user account details. The emails are sent from [email protected]

Here is the list of notifications currently being sent by Team2Book.  Other notifications might be added in the future.

  • Welcome Email (All users)
  • Password Reset (All users)
  • Enter Availability / Non-Availability (Consumers)
  • Reminder to Enter Availability / Non-Availability (Consumers)
  • Unavailable Consumer Assigned (Usually for Clients Managers and selected Consumers)
  • No Resource Left (Usually for Clients Managers and selected Consumers)
  • Insufficient Number of Consumers (Usually for Clients Managers and selected Consumers)
  • Invalid Email Address (Clients Managers)
  • Last Minute Changes (Client Managers)
  • Team2Book Account Management Notifications (Principal Client Manager)

In this section, you will be able to:

  • Manage  email notifications.
  • Ensure accurate delivery of important notifications to the consumers.
  • Turn On/Off these notifications.

Fields for Scheduled Notifications 

Email notifications are sent based on a specific event occurring and in some cases when some additional conditions are met.

For scheduled notifications the Client manager can configure the day of the month.  

The following are the fields available to schedule the Enter Availability / Non-Availability notification day and the Reminder to Enter Availability / Non-Availability notification day. 

Here is how to get to the Fields for email notification :  

  1. Log into your client Manager Team2Book account 
  2. In the homepage of Team2Book, tab the Members Area.
  1. Click Client Dashboard  in the left side of the Client Dashboard menu. 
  2. Click Client details. This is where you look at the Fields for Scheduled Notifications. 
  1. Fields for Scheduled Notifications. Day of a month notification that is sent to consumers to enter their availability/non-availability in their Teamup Availability or Non-Availability Sub-Calendar and Day of a month reminder notification that is sent to consumers to fill their availability/non-availability sub-calendar.
  1. By clicking the arrow up and down or by manually entering a number you can assign a Day of a month notification that is sent to consumers to fill their availability/non-availability calendar.

By clicking the arrow up and down or by manually entering a number, you can change the Day of a month reminder notification that will be sent to consumers to fill their availability/non-availability calendar.

Please don’t forget to Save your changes.

Notification Entities

Team2Book offers Email notification to – Client Managers and Consumers. The target indicates what entity the notification relates to. 

Emails sent to Consumers 

When a user notifications are enabled in the consumer details, all email notifications are sent to the consumer account email address.  

Below are the notifications typically sent to the consumers.

User account email address is populated from the email address specified as email when adding a consumer. 

Enter Availability / Non-availability notification 

Enter Availability / Non-availability notification is a triggered email—email that’s sent in response to specific consumers to enter their calendar.

The message contains the consumer availability/Non-availability Teamup sub-calendar link.

Reminder: Enter Availability / Non-availability notification 

A reminder to enter Availability / Non-Availability email notification is sent to consumers.

Reminder Email notifications can be sent to your consumers to notify them about the remaining days to enter their availability or non-availability in their TeamUp Sub-Calendar for a specific month. It can be sent at the scheduled specified day of the month from the Client Details module of the Client Dashboard.

Welcome message notification 

A welcome email is the first email a consumer receives after a client manager adds them as a consumer to use or consumes a resource.

To send a welcome message via email to the user, in the consumer details the welcome message radio button must be turned to Yes.  

The message contains the consumer calendar link and credentials.  And provide a link to install the Teamup Calendar iOS (Apple) or Android mobile APP.

Password Reset Successfully

If a client manager initiates the request to reset a consumer Teamup Calendar Password, Team2Book sends a password reset email immediately. 

Enable this to password protect the user calendar link in the consumer details.

To reset a password 

  1. Log into your client Manager Team2Book account 
  2. In the homepage of Team2Book, tab the Members Area.
  3. Click Client Dashboard  in the left side of the Client Dashboard menu. 
  4. Click Consumers.
  5. Click update in the consumer table. 
  1. Consumer information will pop-up. Scroll down to the consumer information details. 
  1. Click Reset Password 
  1. Enter the new password and click Enable and Yes to notify user 
  2. Click Submit. You will land at the consumer information table with a message User password reset successfully.  
  1. User receives a password reset successful email message automatically.  The message contains the user personalized calendar link, credentials and sub-calendar link.

Emails sent to Clients Managers

The Team2Book Scheduler can send automated emails to clients managers. 

The scheduler runs every 15 minutes automatically and whenever the client presses the run button. 

In Teamup , click the Team2Book – Refresh link to run the scheduler.   

The scheduler has set up automatic email notifications to inform client managers about Calendar updates. 

Summary of changes to your calendar notification 

A Summary of changes to your calendar notification notification showcase in terms of tabular form the latest changes as a result of running the Team2Book scheduler. 

Summary of changes to your calendar notification is a way to inform client managers about new scheduling problems or about resolved scheduling problems.  

By default, Team2Book scheduler sends email notifications using your email address specified in Client details.

Examples of these notifications include:

  • New Scheduling Issues

Summary of changes to your calendar notification has customized brief information on the changes that you can read right in the email. Team2Book provides this information so that clients managers can make the necessary corrections to the sub-calendars if necessary. 

  1. Consumer not available 

Client managers will receive notification emails when they assign an event for unavailable consumers.  

  1. No resource available 

When no more resource is available to be assigned for a consumer event, the client managers will receive a notification email.

  1. Constraints violation 

Team2Book offers an email notification for Constraint violations.  This email notification is intended to give prompt notification that a constraint has been violated.  Typically, this happens when the number of consumers on the specified time interval is too low.  Here in the constraint sections the number of consumers is setted for an event for a specific period. When the number of consumers is insufficient for a specific period, the scheduler sends a notification email to client managers. 

An email, including a table of the scheduling issues, will be sent the same day the violation is cited.

  • When scheduling errors are resolved

After receiving a scheduling problem notification, you may receive a scheduling resolved notification once a corrective measure was applied.  

The notification sends an email message when a scheduling issue is resolved.

The email message is usually sent to the Client Managers. The email message displays “Summary of changes to your calendar” contains:

  • The name of the related consumer or the related period
  • The type of problems resolved
  •  The date and time of the updated change 

Until discovered scheduling problems are resolved, you can see the active issues from the Scheduler module of the Client Dashboard.

Summary of changes to your calendar notification emails contains: 

  • Subject line: Name of the subject with date and time of update
  • Sender information: It is an unmonitored address and that’s not set up to receive incoming mail.
  • Username: Name of the client manager with greetings. 
  • Summary of the latest changes as a result of running the Team2Book scheduler: With the scheduler run time and date. 
  • Common scheduling error information: The type of scheduling errors With a red color in the form of table. 
  • Resolved scheduling errors information: The type of scheduling errors With a green color in the form of table. 
  • Product name with message

Invalid consumer email

An invalid consumer email notification occurs when the Email address is incorrect, or  when you attempt to send email to an address that is formatted in a manner that does not meet internet email format standards or the email does not exist at the recipient’s mail server.

Last Minute Changes Notifications 

Team2Book can send notification to client managers when a consumer added, updated or removed an event at the last minute. 

To turn on this notification and to set the number of days you consider as last minute changes:

  1. Log into your Team2Book client manager account
  2. Navigate to Members Area
  3. Click Client Dashboard
  4. Navigate to Client details

Setting a value other than 0 will enable this type of notification.

General Notifications to client managers 

Welcome

The welcome email is sent automatically to Team2Book client managers when their client profile is created. The welcome email contains a welcome message with the client manager Teamup Calendar link, the link to login to the Team2Book Dashboard and client manager’s login credentials. By default, the welcome email notification is enabled.

Team2Book client managers receive a welcome email when they complete the Client Setup or when an existing client manager adds another client manager user. 

Password Reset Successfully

They’re specifically requested by the client managers and contain calendar link, new password information. Team2Book sends a password reset email automatically after a client manager requests to have their Teamup Calendar password reset. When you click the calendar link provided in the email, it takes you to see your Teamup calendar. 

To reset a client Manager passwords 

  1. Log into your Team2Book client manager account
  2. Navigate to Members Area
  3. Click Client Dashboard
  4. Navigate to Client Managers and Click 
  1. Click the Update button. 
  1. On the Updating a Client Manager menu, turn the radio button Yes to get a notification email, and  click Reset Password.
  1. Enter the new password and confirm 
  1. Click Submit 
  2. You will get back to client managers table with a message User password reset successfully

The client manager will receive the notification Password Reset email. The email provides important information, such as the Teamup calendar access link and password.

How to turn On/Off these notifications

To enable Email Notifications 

Team2Book  allows you to send notifications to client managers and consumers / users through notification rules.

To turn on consumer notifications 

If you don’t see your notifications, follow the steps below to turn on notifications.

To turn on consumer notifications 
  1. Open Team2Book
  2. Log into your client manager Team2Book account 
  3. In the homepage of Team2Book, tab the Members Area.
  4. Tap Consumers
  5. Click Update 
  1. On Update a Consumer Menu, Scroll to Allow email notifications and Tab Yes to allow email notifications.
  1. Click Submit
To turn on client manager notifications 
  1. Open Team2Book
  2. Log into your client Manager Team2Book account 
  3. In the homepage of Team2Book, tab the Members Area.
  4. Tap Client Managers 
  5. Click Update 
  1. On the Updating a Client Manager Menu, Scroll to Allow email notifications and Tab Yes to allow email notifications 
  1. Click Submit 

To disable Email Notifications 

To disable the automatic sending of email notifications to your consumers and client managers.

To turn off consumer notifications 

If you want to stop Team2Book scheduler emails notifications from being sent

  1. Open Team2Book
  2. Log into your client Manager Team2Book account 
  3. In the homepage of Team2Book, tab the Members Area.
  4. Tap Client Managers 
  5. Click Update 
  1. On the Updating a Consumer menu,  Scroll to Allow email notifications and Tab No to disable email notifications.  
  1. Click Submit 
To turn off client manager notifications 
  1. Open Team2Book
  2. Log into your client Manager Team2Book account 
  3. In the homepage of Team2Book, tab the Members Area.
  4. Tap Client Managers 
  5. Click Update 
  1. On the Updating a Client Manager menu, Scroll to Allow email notifications and Tab No to disable email notifications 
  1. Click Submit 

Notifications Sub-Menu 

The Team2Book Client Dashboard has a Notifications choice in the menu.  

At the present time, this section provides notification control for each user.

To go to the notifications section

  1. Open Team2Book
  2. Log into your client Manager Team2Book account 
  3. In the homepage of Team2Book, tab the Members Area.
  4. Select Notifications from the left menu

For each user, you can use the toggle to turn on or off given notification types.

To save your changes, click the Save button located in the top right of your screen.

By default, the Global Notification is turned on for each user.  The Global Notification is another location where you can Enable or Disable a specific user notification.  Turning off the Global Notification will disable all notifications for the given user.

User with Consumer User Type

By default, the Enter Availability and Enter Availability Reminder Notifications are turned on for all consumers with the User Type set to Consumer.

The following notifications are turned off by default but can be enabled for each user with the consumer user type.

  • Unavailable Consumer Assigned
  • No Resource Left
  • Insufficient Number of Consumers

User with Client Manager or Principal Client Manager User Type

By default, the user with a Client Manager User Type has the following notification enabled

  • Unavailable Consumer Assigned
  • No Resource Left
  • Insufficient Number of Consumers

If Global Notification is enabled, the following Notification can’t be turned off for client managers.

  • Invalid Email Address
  • Last-Minute Changes

Client manager don’t receive the following 2 notifications

  • Enter Availability
  • Enter Availability Reminder
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