This guide provides a comprehensive overview of setting up and customizing notifications for resource reservations. Whether you are managing common areas, meeting rooms, or other shared resources, this guide will help you tailor notification settings to meet your specific needs and preferences.
- Overview of resource reservation notification configuration
- Accessing and managing notification roles
- Reviewing existing roles
- Selecting event notifications (New Reservation, Needs Approval, Denied)
- Customizing notification settings
- Linking roles to users at the property level
- Overriding default notifications at the property level
- Including non-Prism users in resource reservation notifications
To receive notifications for Resource Reservations, you will need to create a role.
If this is your first time setting up notifications, please refer to the Configuring Notifications in Prism
1. Click on Admin > Contact Roles to review existing notification roles.
2. Click on the blue name of the desired notification role (default or custom) to access its settings.
3. Ensure the toggle to the left for the Resource Reservations module is blue (enabled)
4. Under Event Notifications, check the boxes for events for which you want to trigger notifications. Below are our available Resource Reservations events:
- New Reservation: A new reservation has been added for one of more resources.
- Reservation Needs Approval: A reservation requires approval before it can be added to the system.
-
Reservation Denied Email: A Reservation was denied.
- This is a non-optional notification if the Resource has the "Needs Approval" requirement
This is an example of the approval notification if the resource needs PMO or Tenant Admin approval:
If the PMO or Tenant Admin declines that reservation request, the requestor will receive a notification informing them of the denial:
Below is an example of the denial notification:
5. Under the Preset dropdown menu, standard notification settings have been created for ease of use, but these can be customized to the User's preference.
6. Click "Save Role" afterward to ensure the changes are saved.
7. When configuring a custom role, link it to a user at the property level using one of two methods:
From the property grid:
Check the box to the left of the Property or Properties you wish to add the User/Role. Once at least one Property has been selected, buttons will appear at the top of the Grid. Click Add Contacts and choose the appropriate Role and Contact(s). Then, click Save.
From the property information page:
To link the Role to a Property from within the Property's page, click the name of the chosen Property from the Property Grid. Navigate to the Contacts tab and click Add Contact.
A new window will pop up. Select the Role and Contact(s) from the dropdown menus. Then, click Add Role.
Notification Roles can be overridden at the Property level. Within My Properties, select a Property. Navigate to the Notifications tab, and check the box next to "Override default notification configuration from management company." From here, edits can be made by clicking the dropdown menu. Once an edit has been made, the change is automatically saved.
Inviting External Users to receive Resource Reservation Notifications:
You can also invite external users to receive the resource reservation notifications by adding their email address to the invite section when creating the resource reservation
If you experience notification issues, refer to our Comprehensive Guide to Troubleshooting Notification Issues in Prism