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Must know
  • Five steps. Click Add notification on Settings > Communication > Notifications. The wizard runs Trigger, Scope, Audience, Content, Review and finishes with Create notification.
  • Timing depends on the trigger. Only the directions a trigger supports are offered. Some triggers send immediately and show no timing fields.
  • Scope narrows what sets the rule off. A Guardians rule still goes only to the family involved.
  • Post Announcement skips Audience. An announcement about one athlete shows only in that family’s bell.
Before you start. You need the Send Communication permission. Triggers for a feature your plan lacks, such as Events, Memberships, Waitlists or Payment Plans, aren’t listed.
1

Trigger

Click Add notification and search the Trigger event list. Enter a Name (staff only; picking a trigger suggests “[Trigger] Notification”) and, if you like, a Description (optional). Choose the Delivery method: Send Email, Send SMS or Post Announcement. Under Timing, set a number, a unit (Minutes to Months) and Before, After or At. At hides the number and unit.
2

Scope

Narrow the rule by Programs, Seasons, Categories, Specific sessions or Recurring time slots. Empty covers everything. Sessions and time slots unlock once you pick a program. A rule scoped to a program and a season sends for either.
3

Audience

Under Who receives this?, pick an option. Only audiences the trigger can reach are offered: payout and negative balance triggers can only notify Staff & Coaches.Tick Also notify our staff to copy every staff member each time the rule sends.The Recipients list previews who the rule can reach. Search it and remove people. Restore [number] removed brings them back. Removals are saved with the rule.
4

Content

Write the Email subject and Email body, the Announcement title and Announcement body, or the SMS message (with a character count). Email rules also get SMS version (optional). The email and announcement editor offers placeholders, lists and links, not bold or italic. Preview shows example data.
5

Review

Check the summary and click Create notification. “Notification created” appears and you return to the Organization Rules tab. The rule is on straight away. Send test only appears when you edit a saved rule.
Moving around. Next stays disabled until the step is complete. Hover it to see why. Click a numbered step to jump back, or forward once the steps between are complete. The back arrow returns to the list. On a phone, only the step numbers show. Warnings. “This audience reaches nobody” means the audience has nothing selected to send to. “This audience is not connected to what sets it off” means a one-athlete trigger goes to someone other than Guardians. Neither stops you saving. Example: tell staff when an athlete enrolls. Pick Program Enrollment (it sends once an athlete is enrolled, not when a family shows interest). Scope it to your programs, choose Staff & Coaches (optionally Admins under Which staff) and write the message. The “not connected” warning is expected. To copy staff on every program instead, open the built-in Program Enrollment rule on System Rules and tick Also notify our staff (How do I edit or turn off a built-in notification?). Related: What are notification rules and reminders? · How do I personalize messages with merge fields? · How do I test a rule and check what was sent? · How do I send families a reminder before each class?