The Conditional Scheduled Notifications feature allows you to send automated, time-based email notifications to designated recipients based on a visitor's invite/registration status. You can configure notifications to go out before or after a visitor’s arrival, and only under certain conditions, such as:
If a registration portal is complete
Whether the approval status is set to Approved, Pending, or Rejected.
This helps ensure timely alerts, such as invite reminders, and reduce manual follow-up across your locations.
This article only discusses the conditional invite settings. If you'd like to learn more about the basic scheduled invites feature, check out THIS article.
Accessing the Scheduled Notifications Settings
To begin creating a scheduled notification in your VM web portal:
Click the Locations icon from the left-navigation bar.
Select the name of the location for which you want to set notifications.
Click Preferences in the top-right corner.
Select Notification Preferences.
Creating a Scheduled Notification
Click the Create Scheduled Notification button to start configuring your notification.
Step 1: Choose Recipients
You can choose from the following recipient types and can select more than one:
Visitor
Host
Other Recipients
Under Other Recipient(s), you can add more than one email address if you wish. Email addresses must be separated by a comma with no spaces in-between. For example: [email protected],[email protected]
Step 2: Set the Notification Timing
Define when the email should be sent:
Number Field: Enter a number (e.g., 1).
Time Frame: Choose between day or hour.
Trigger: Select before arrival or after arrival.
Before Arrival counts from the Invite Start Time.
After Arrival counts from the Invite End Time.
Example Use-cases
A reminder that a visitor's appointment window is coming up, 1 day before arrival.
A link to a survey that is sent 2 hours after arrival (after the end time passes).
Step 3: Select an Email Template
Choose the email template that should be sent. Templates must already be created in the Email Template Editor.
You must use the Invite Template Type for scheduled notifications. You can format the content within those templates however you'd like, especially if you are choosing to send this to internal recipients.
Step 4: Add Conditional Logic
Conditions are what make your scheduled notifications smarter. Instead of sending emails to everyone at the same time, you can create rules so that emails are only sent when specific criteria are met.
Click the Add Condition button to begin building your conditions. Each condition is made up of three parts:
Field
This is the visitor property you want to base the rule on. You can choose from:Approval Status: Tracks whether the invite has been approved, rejected, or still pending.
Registration Status: Checks if the visitor has completed the registration process.
Operator
This determines how the condition evaluates the field. You have two options:Equals: Triggers the notification only when the value matches exactly (More details about values are in the section below).
Not Equals: Triggers the notification when the value does not match.
Value
This is the actual invite status you're checking for. It changes depending on the field:For Approval Status: You can choose Pending, Approved, or Rejected.
For Registration Status: The only option is Completed.
If you'd like to add more conditions, click the Add condition button again and repeat the process.
Step 5: Finalize Your Scheduled Notification
Hit Done to close the editor.
To finish and lock in your scheduled notifications, click Save at the top of the invite/notification preferences window.
Once locked, you cannot edit your notification again. To make changes, you must delete it and create a new one from scratch.
If your notification is not locked, you can click the actions button on the right and click Edit.
Use-Case Examples
Approval Status Use-Case Examples
Sending invite emails to approved visitors
Let’s say you want to send an invite email only after a visitor has been approved. In this case, set your three properties like this:
Field: Approval Status
Operator: Equals
Value: Approved
This means the system will only send the email to visitors whose approval status is equal to "Approved".
Sending a notification if the invite is still in pending status
Alternatively, lets say you want to send an email that says "Your invite is being processed. Please await further instructions". This would only get sent out if it's still in pending and you don't already know if it's been approved or rejected.
In this case, we want to set this to:
Field: Approval Status
Operator: Not Equal
Value: Pending
The email will be sent only if the invite's approval status is not equal to pending. That is, not already approved or rejected.
Registration Status Use-Case Examples
Alert front desk only when registration is completed
Field: Registration Status
Operator: Equals
Value: Completed
Timing: 2 hours before arrival
Recipient: Front desk or receptionist group
Send hosts a follow-up for any post-visit instructions for visitors who completed the registration portal.
Field: Registration Status
Operator: Equals
Value: Complete
Timing: 1 hour after the appointment (as a post-check)
Recipient: Host
Reminder email to host if registration is not yet completed
Field: Registration Status
Operator: Not equals
Value: Completed
Timing: 1 day before arrival
Recipient: Host