Kavi Help CenterKavi® Members Help
| Chapter 158. Manage Company Representative Email Notifications | ||
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Part IX. Kavi Members Super Admin Tools | 
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Table of Contents
The Manage Company Representative Email Notifications page allows you to view and manage automated email notifications sent when an company representative's membership enters a membership workflow state.
Kavi Members automatically sends email when a membership application is submitted, when members are deactivated, etc. The Manage Company Representative Email Notifications tool allows super administrators to manage a set of automated email designed to provide notification of significant events of interest to company representatives, such as when a company membership account request enters the moderation queue, or when the request is approved and the membership becomes active or current.
Email notifications are scheduled by setting a triggering event then specifying a time frame in reference to this event. An email can be scheduled to be sent in advance of the event, at the time the event occurs or after the event. For example, an email notification may be sent the same day that a membership is approved, months in advance of the date that the membership should be renewed, or a week after the membership has expired.
For a list of the Kavi® Members and Kavi® Billing default email templates and the events that trigger them, see How Default Email Templates Are Used.
Kavi Members Email Notifications features:
- automated
Email notifications are sent automatically by Kavi Members. The Manage Individual Membership Email Notifications tool is used to manage a set of email notifications triggered specifically by events pertaining to individual membership status.
- event-based
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The schedule for an email notification is based on an event. An event occurs when a company's membership account enters a new state. For more information about the different membership states, read Membership Workflow.
The email schedule is then set before/after/on a number of days/weeks/months in respect to this event.
For example, if this is a membership renewal, the trigger would be the membership entering the 'expired' state. A first notice would probably use the same trigger, but the email might be scheduled to generate three months in advance of the event to provide three months advance notice of the date by which the membership must be renewed (or it will expire). For a final membership renewal notice, the email notification would also be based on the 'expired' event, but perhaps scheduled to generate one day before the event.
- template-based
All email sent by Kavi Members is based on customizable email templates that can be configured to use your organization's customized content, contact information and instructions. The templates can be configured by using the Manage Templates tool in the Admin tools area.
- prespecified recipient list
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Recipients can include types of contacts as well as individual email accounts. Email configured to be sent to contacts or administrators will go to all contacts or administrators of that type.
Types of recipients:
- User
The individual whose membership account status is concerned. Emails can be sent to alert the user about status of the user's membership, such as when the membership needs to be renewed.
- Administration
Administrators who are to received this email notification. If an individual membership type requires moderation, web site administrators need to be informed when a membership enters the moderation queue.
- Additional Email Addresses
Other users who are to receive this email notification. This field is used to enter the email addresses of individuals who need to receive this email notification, but do not fall into either of the previous categories, such company contacts who are sent email notifications when an employee joins the organization.
- context-sensitive
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There are several settings that allow you to set conditions under which renewal reminder email notifications will NOT be sent.
These include:
Membership has been renewed, or is in the renewal process.
Membership marked as 'intending to renew' by an administrator using the Edit an Individual Membership tool.
Membership marked as 'NOT intending to renew' by an administrator using the Edit an Individual Membership tool.
Manage email notifications designed to inform company representatives, and other company contacts and administrators, when a company representative account is requested, added or denied.
Access Kavi Members tools that allow you to edit or delete existing company representative email notices.
Access the Kavi Members Add Company Representative Email Notification tool to add new company representative email notifications.
View a tabular list of existing company representative email notifications; or access tools to add, edit or delete a notification.
Depending on email configuration, the following fields may be displayed:
- Template
The email template on which this email is based.
- When
The event on which the email notification schedule is based and the time frame in relation to this event.
- Who
The user(s) to whom this email notification will be sent; and the user(s) who will be cc'd.
- Contact Info
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The contacts to whom this email will be sent. This can be an email alias or email address.
- To:
A list of email contacts, aliases or addresses to which this email notification will be sent.
- Cc:
A list of email contacts, aliases or addresses that will be cc'd when this email notification is sent.
- Status
The status of this email notification. This will be either 'active' or 'inactive'. Inactive email notifications will never be sent.
- Action
Links to tools to edit or delete this email notification.
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| Chapter 157. Configure Company Representative Signup Options |  |
Chapter 159. Add Company Representative Email Notification |