Visit Field Notifications allow you to notify a Host or another Person in Receptful when the answer to a Visit Field matches a set condition. The type of notification sent (email, SMS, Teams, or Slack) is based on the recipient's Notification Preferences.
The instructions below will walk you through the process of creating Notification Templates, Rules, and Conditions.
Notification Templates
The Notification Template contains the notification text that is sent to your recipient. You’ll need to create a Notification Template in order to assign the notification to a Button. These templates can be assigned to multiple Buttons in multiple Configurations, simplifying the setup and maintenance of these notifications.
Notification Templates are found on the Templates page in Settings. Click Add Template to get started. Then, name your template clearly so that you can easily identify it when assigning it to a Button. You can then add the subject and text bodies of the notification. You must enter both Rich Text (Email, Teams, Slack) and Text (SMS) fields.
In the Rich Text field, you can add text formatting (basic HTML), URLs, and variable fields pulled from your Visit Fields to your message body. Rich Text will send in Email, Slack, and Teams notifications. Then, add your plain Text for SMS notifications.
Use the additional views icons in the Rich Text field to help format your message:
Click the Fields icon
to see the variable fields that can pulled from your Visit Fields. You can include variable Visit Details pulled from your Visit Fields in the Subject, Rich Text, and Text fields. Copy and paste the variable field formula into any field to make that information appear in the notification.
For example: {{visitor.full_name}} from {{company_name}} has arrived.Click the Toggle Preview icon
to see the message as your recipients will receive it Click the Toggle Side-by-side icon
to see the Rich Text and Text messages side-by-sideClick the Toggle Fullscreen icon
to expand the text fieldsClick the Question mark icon
to view additional HTML Basic Syntax to use in your message
Once you’re done editing your template, click Save.
Notification Rules
Once your Template is created, you can add it as a Notification Rule for a Button. Add a Notification Rule under the Notifications menu on the Buttons menu (Configurations > Buttons > Notifications > Add a notification) by clicking Add a notification:
Choose a name for your Notification Rule for this button and choose the corresponding Notification Template you created:
You can then disable, edit, and delete the Notification Rule from the Notifications page by clicking on the dropdown arrow on the right side of the Notification:
Select Edit, and you’ll be brought to the Configurations and Conditions settings of the Notification.
Configurations
On the Configurations settings tab, you can edit the name, the selected Template, and the recipient(s) of the notification:
Conditions
On the Conditions settings tab, you can set the Conditions upon which the notification is sent. First, click Add condition and a pop-up will appear with all conditionable fields:
Conditions cannot be set for the standard Visit Field options: Name, Company Name, Email, and Picture. Conditions can only be set for Yes/No Boolean, Text, Select one, and Location.
If you set a condition for a Text Field, you can choose the following Operator conditions:
Is Equal To/Is Not Equal To: if the text the visitor enters EXACTLY matches or does not EXACTLY match the value you input, a notification is sent.
Is Not Empty/Is Empty: if the field is answered or left blank, a notification is sent.
You can also enable if you want the answer to be Case Sensitive.
If you set a condition for a Select One Field, you can choose the following Operator conditions:
Is Equal To/Is Not Equal To: If the answer the visitor selects matches/does not match the value you select from the dropdown menu, a notification is sent.
If you set a condition for the Location field, you can choose the following Operator conditions:
Is Equal To/Is Not Equal To: If this field is answered at this location or at any location except this location, a notification is sent.