Meeting Order Created

Generated when a new meeting order is created through the back office or via the Web. An email is sent to the line ship-to customer who purchased the meeting that includes a reference number for the purchased meeting and a summary of the order including the meeting session detail information.

If an order is placed for a meeting that occurs in the past, a notification will NOT be sent.

This notification overlaps with the Payment Received notification where a new order and payment is received. If you use that notification, change the procedure so two emails are not sent to your customers for the same event.

The schedule to run this procedure is determined by the Event Interval setup on the Notification Maintenance screen.  This notification will only run once per order.

Event Stored Procedure Name: usp_NOTIFY_NEW_MEETING_ORDER

The criteria within the Stored Procedure for selecting a meeting order is as follows:

·            The Subsystem is "MTG"

·            The order was created before the last run date of the notification event

·            The user has a primary email address

·            The Customer Allow System Notification flag is set to "Y"

As of 7.6.1, if any order confirmation text has been defined for the product or the product class, the text will be added as the last paragraph to the stored procedure for the notification. For more information, please see Defining Meeting Product Order Confirmation Text. 

In addition to a new meeting order, this notification will look for Order Detail Lines in the Meeting subsystem that were added since the last time the SP ran and generated notifications. Therefore, the notification WILL fire and generate a notification to the ship to customer each time a new meeting line is added (as along as the ship to customer must have a primary email address).

Trigger on Table

None

Business Change Options

This notification can be a big time saver for staff who manually enter meeting registrations, besides getting orders through the Web.  Most organizations only enter orders with payments. Add additional criteria to the stored procedure to look for a receipt or a zero balance.  Add fields for the order total, payment amount, and balance.

As of 7.6.0, web users have the ability to register other people, as well as themselves for a meeting. This is known as Register Someone Else. This is different than the Group Management functionality released in previous versions of Personify360, because in order for a web user to purchase a meeting product for another individual, he/she had to be a group manager, where as with the Register Someone Else workflow, the meeting product must be enabled in the back office to allow web users to register other people for the meeting. Using the Meeting Order Created notification, you may want to include text that encourages users to login and review their registration, including any selections (e.g., sessions) that were made for them by the individual registering them for the meeting. Additionally, you may want to include a link to the page that has the My Meetings control, so web users can easily access their meeting registration information. During the Register Someone Else workflow, if you decided to suppress the Special Needs and Emergency Contacts steps for privacy reasons, you could include a message suggesting that users view their meeting registration and provide this information.

Sample Message Template

Dear ##MEETING_SUMMARY.CUSTOMER_FULL_NAME##,

Thank you for registering to attend ##MEETING_SUMMARY.PRODUCT_SHORT_NAME##. Your reference number, which can be used when contacting us regarding this registration, is ##MEETING_SUMMARY.ORDER_NUMBER##. Below is a summary of your registration: