Creating Alerts

Users can create new alerts by clicking the Add button on the Alerts tab of the Universal Alerts Setup screen. When clicked, the Add Alert screen appears that displays the following fields:

Field

Description

Active Checkbox

This checkbox is enabled by default.
When disabled, the created alerts are deactivated.

Start and End Dates

Users can select a start date for the alert. The dates prior to the current property date cannot be selected. This is a mandatory field.
Users can select an end date for the alert. This is an optional field.

Allow Properties to Deactivate

This flag is disabled by default.
This flag is displayed only when the alerts are configured at the customer level.
When enabled, the alerts created at the customer level can be deactivated by the properties.

Event Name

This is a mandatory field that allows users to enter a name for the event.
Users can enter a maximum of 100 characters, including alphanumeric and special characters.
When users enter more than 100 characters, the following message is displayed: Exceeds 100 characters.

Event Description

This is an optional field that allows users to enter a description for the event.
Users can enter a maximum of 300 characters, including alphanumeric and special characters.
When users enter more than 300 characters, the following message is displayed: Exceeds 300 characters.

Event Type

This is a mandatory field that allows users to select from the following options: Reservations, Groups, Guest Profiles, Housekeeping, and Reports.

Alert Trigger

This is a mandatory single select drop-down list that allows users to select a trigger option based on the event type selected:

Event Type	Alert Trigger	Description
Reservations	Real Time	The alert is triggered when the event occurs.
	Creation	The alert is triggered when the reservation is created.
	Check In	The alert is triggered when the reservation checks in.
	Check Out	The alert is triggered when the reservation checks out.
	Arrival Day	The alert is triggered on the arrival date of the reservation after the date roll from the previous day.
	Departure Day	The alert is triggered on the departure date of the reservation after the date roll from the previous day.
Groups	Real Time	The alert is triggered when the event occurs.
	Creation	The alert is triggered when the group is created.
	Start Day	The alert is triggered on the start date.
	End Day	The alert is triggered on the end date.
Guest Profiles	Real Time	The alert is triggered when the event occurs.
	Creation	The alert is triggered when the profile is created.
Housekeeping	Real Time	The alert is triggered when the event occurs.
Reports	Real Time	The alert is triggered when the event occurs.

Priority

Allows users to select from the following options:

Low
Medium
High

Rules

Match Rules

Users can select from the following options:

All of the following: When selected, all the rules configured must match for the event to be triggered. This option is selected by default.
Any of the following: When selected, any one rule must match for the event to be triggered.

A maximum of three rules can be created. Each rule can have a maximum of 5 conditions.

Match Conditions

Users can select from the following options:

All of the following: When selected, all the conditions configured must match for the event to be triggered. This option is selected by default.
Any of the following: When selected, any one condition must match for the event to be triggered.

Conditions contain the following:

Field: Users can select a field. For example, rate plan, room type.
Operator: Users can select an operator. For example, all, equals, contains.
Value: Users can select a value. For example, searched, selected, entered.

Property Alert

Users must select values for the following fields. Only one alert is sent when a user belongs to multiple departments and has access to multiple roles.

Roles

This is a multi-select drop-down list that allows users to select the required roles.

Departments

This is a multi-select drop-down list that allows users to select the required departments.

Users

This is a multi-select drop-down list that allows users to select the required users.

Alert Message

Users can select the following keywords for the alert message:

First Name
Last Name
Alias
Title
Group Name
No. of Nights
Arrival Date
Departure Date
Date of Birth
Anniversary
VIP Level
Reservation ID (hyperlink)
Group ID (hyperlink)
Guest Profile ID (hyperlink)
Scheduled Report Name

Template

This is mandatory field that allows users to enter a maximum of 200 characters including alphanumeric and special characters. When users enter more than 200 characters, the following message is displayed: Maximum length exceeded.

Reservation Alert

Active Checkbox

This checkbox is enabled by default.
When disabled, the created alerts are deactivated.

Alert Message

List of Keywords

Users can select the following keywords for the alert message:

First Name
Last Name
Alias
Title
Group Name
No. of Nights
Arrival Date
Departure Date
Date of Birth
Anniversary
VIP Level
Reservation ID (hyperlink)
Group ID (hyperlink)
Guest Profile ID (hyperlink)
Scheduled Report Name

Template

Email Alert

If multiple alerts are triggered for the event, they will be grouped and listed in the same email.

For example, a list of guest birthdays overlapping the reservation being alerted on the day of arrival will be sent as one email with the alerts listed within.

Active Checkbox

This checkbox is enabled by default.
When disabled, the created alerts are deactivated.

Email Address

This is a mandatory field that allows users to enter multiple email addresses separated by a comma.

Email Body

This is a mandatory field that allows to configure the message to be displayed in the body of the email.
Users can enter a maximum of 500 characters including alphanumeric and special characters.
When users enter more than 500 characters, the following message is displayed: Exceeds 500 characters.

Alert Message

List of Keywords

Users can select the following keywords for the alert message:

First Name
Last Name
Alias
Title
Group Name
No. of Nights
Arrival Date
Departure Date
Date of Birth
Anniversary
VIP Level
Reservation ID (hyperlink)
Group ID (hyperlink)
Guest Profile ID (hyperlink)
Scheduled Report Name

Template

Restrictions

Allowed Days

This is a mandatory multi-select drop-down list that allows users to select the days for the alert.
No option is selected by default.

Allowed Time Range

Users can select the allowed time range for the restrictions in the From and To fields.

When users select the Guests/Age Category Count field in a rule, a new condition in the rule will be created automatically with the field as Age Category. The Guests/Age Category Count fields must always be chosen as a pair. Once selected, users must select the age category for which the count needs to be checked in this rule. Only one pair of them is allowed in a rule. Once they are selected in a rule, user should not be able to select them again in the same rule.

When Custom Field Data is selected in a rule, a new rule will be created automatically with the field as Custom Field. Users must select the custom field for which the data needs to be checked in this rule. Custom Field Data and Custom Field will always come in pairs if Custom Field Data is selected. Only one pair of them is allowed in a rule. Once they are selected in a rule, user should not be able to select them again in the same rule.

When users select Key Revoked or Discrepant Room fields, no operator value needs to be selected further.

For the following fields, the Operator value should be selected as In so that users can select the required options in the Value column:

Payment Method
Age Category
Pets
Reservation Status
Group Status
Custom Field

Users can save the alerts by clicking the Save button. By default, the alerts are configured at the property level. Users can configure alerts at the customer level by clicking the Configure for Tenant button.

The following columns are displayed on the Alerts tab for the created alerts:

Column	Description
Event Name	Displays the name of the event.
Event Type	Displays the event type, such as, reservations, groups.
Alert Types	Displays the type of the alert, such as, property, reservation, email.
Level	Displays if the alert was created at the tenant or property level.
Status	Displays if the status of the alert is active or inactive.

By default, only the active alerts are listed sorted alphabetically based on the event name. The Show Inactive checkbox must be enabled to display the inactive records. Users can sort the records in all the columns. The records can be filtered based on the following criteria:

Event Type: Users can choose from the following event types:
- Reservations
- Groups
- Guest Profiles
- Housekeeping
- Reports
Alert Type: Users can choose from the following alert types:
- Reservation
- Property
- Email
Level: Users can choose from the following levels:
- Tenant
- Property
Status: Users can choose from the following status
- Active
- Inactive

Users can search records using the event names. The details of the alerts can be modified by clicking the event name hyperlink. When clicked, the Update Alerts screen appears that allows users to modify the required details.