Administrate

Communication Triggers

Communication Triggers allow automatic communication with your Contacts, students, Event Personnel, and other audiences when predefined criteria have been met. For example, you may choose to automatically send a welcome email or SMS to a student upon their registration for an Event.

Caution

Communication Triggers send out automatic communications to your Contacts. Please set your triggers to manual at first and we recommend you send them manually until you are comfortable with their automation.

In your intended recipient’s Contact, please make sure that fields, Mobile and Email1, are filled out for sending to be performed for SMS and Email, respectively.

This is a general documentation page for the overall Communication Triggers function:

In the Control Panel, the Communication Triggers are separated into:

  • Sending Addresses: the email address from which your communications will appear from, e.g. training@your_company.com - these have to be validated before being able to be used
  • Templates: define your email content here - these templates are also used for other areas of the system, such as Event/Session changes notifications
  • Triggers: define the situation and criteria to send your communications

You can see the status, where you can view and manually send applicable Communication Triggers, in the Event’s Communication Section for Students and Personnel.

You can view the status of your Communication Triggers from the Communications tab

You can view the status of your Communication Triggers from the Communications tab

Getting Started with Communication Triggers

There are three simple steps to setting up a Communication Trigger:

  1. Set up an Email or SMS Sending Address*
  2. Create your messages in Templates
  3. Using the above, create a Trigger for them

* Step 1 may be omitted if you already have the desired email address validated and do not require another one set up.

Please note that you can’t combine Email and SMS functions. Each Sending Address, Template and Trigger can only serve either one.

Manually Send a Communication

There are a few scenarios in which you’d want to send a communication manually: it may not have been sent successfully for whatever reason or you may have set your Trigger to Manual, wishing to see the results before you set it to send automatically.

There are few ways to send communications manually:

  1. From the Personnel section on the Event’s screen
  2. From the Student section on the Event’s screen
  3. From the Trigger Logs

If you are satisfied after manually sending a few instances of the Trigger that you wish to automate it, then change the Trigger Status to Automatic.

iCalendar Attachments

Note

There is a current known bug impacting users of Microsoft Outlook, where events occurring in time zones outside of Europe/London may not take daylight savings time into account.

Any communication for an Event which has yet to start will include an ‘iCal’ attachment with further information about the Event. The attachment will take the time zone from the Event’s Company. Your students and Event Personnel will see the correct time regardless of where they’re based in the world.

Troubleshooting / FAQ

Here are a few FAQs about Communication Triggers:

  1. When are communications sent?
  2. Why don’t my emails appear to be sent by the Sending Address I specified?
  3. What are Next Priority Run and Next Full Run?
  4. Can I print out my communications?

When are communications sent?

Please also see What are Next Priority Run and Next Full Run?

Trigger Set To Sent
Registration (aka Priority Run) Within 5 minutes of the student being added to the Event
Days Before At 00:00 UTC on the nth day prior to the event starting or ending, or upon registration if the nth day has passed if the event began less than 30 days ago
Days After At 00:00 UTC on the nth day after the event starting or ending, or upon registration if the nth day has passed if the event began less than 30 days ago

Consider the following example: there’s an Event which starts 10 days from today and there’s a trigger set up for 5 days before the Event starts. If a student is added now, they will receive the email as expected 5 days before the event starts. However, if a student is added the day the event starts, they’ll still receive the email at the point of registration.

Why don’t my emails appear to be sent by the Sending Address I specified?

We use a third party provider called Sendgrid to send emails on behalf of clients. This can be a common reason why - for example - emails end up in clients’ spam or junk folders.

To ensure that Administrate can reliably send emails ‘from’ your email address there are a few domain settings (CNAME records) which need to be configured from your end. First, submit a ticket to the Administrate support desk asking to ‘white label’ your emails. The support team will then provide you with a few CNAME records that will need to be provided to your web domain administrator. When your domain administrator had added the CNAME records, have him/her notify Administrate support. Administrate support will then perform a validation to ensure that emails going forward will appear to come direct from your configured sending address.

What are Next Priority Run and Next Full Run?

You may notice these timers counting down on pages like the Student’s section on the Event Screen. These apply to both email and SMS.

  • Next Priority Run: sends On Registration Triggers every 5 minutes on the hour, e.g. 12:05, 12:10, 12:15, etc.
  • Next Full Run: sends every Trigger not set to On Registration on the 37th minute every hour, e.g. 12:37, 13:37, 14:37, etc.

Can I print out my communications?

There may be occasions when postal correspondence is preferred. Simply go to the Template and from the Trigger Log click Print Button. Please follow your computer’s instructions from thereon.