System Notifications – Emails & Triggers | Viva Helix

System Notifications

Summary

This guide lists all email notifications generated by Viva Helix: recipients, covered media (in‑class, seminar, webinar, online), triggers, and customization options (legal text, session “Instructions,” send delays).

Recipient legend

  • Buyer: user who created an account and completed a transaction (free or paid), for self or other participants.
  • Contact email: the “contact email” stored in the company profile by the registrar.
  • Participant: the enrolled learner’s email (may be absent if assigned by date of birth). If no valid participant email exists, the buyer still receives the email.
  • Registrar / Instructor / Manager: internal recipients depending on the alert.

Notifications & triggers

Confirmations & assignments

SubjectRecipientMediaNotes
ConfirmationBuyerIn‑class, Seminar, Webinar, OnlineThe gray block in the email is the session’s Instructions. The red area text is customizable via Custom legal text (see ViVa).
Registration confirmation (assignment by buyer)ParticipantIn‑class, Seminar, Webinar, OnlineSent when the buyer assigns a participant.

Reminders & follow‑ups

SubjectRecipientMediaNotes
Action required – Unassigned registrationsBuyerIn‑class, Seminar, WebinarSent 2 days after purchase and 4 days before the session date if registrations remain unassigned.
Reminder – “Your course” starts soonBuyer, Contact email, ParticipantIn‑class, Seminar, WebinarSent 2 days prior by default only if the session is Confirmed. Delay configurable by ViVa. Session Instructions are included.

Course completion & results

SubjectRecipientMediaNotes
Thank you for attending (session completed)Buyer, Contact email, ParticipantIn‑class, Seminar, Webinar, BlendedTriggered when the instructor submits attendance and grades in Results. Extra text/link can be added in session edit.
Course completed successfullyBuyer, Contact emailOnlineSent upon successful completion of an online course.
Expiry warning (3–10–45 days)Buyer, Contact emailOnlineAdvance notice before an online registration expires.
Registration expired / Failed courseBuyer, Contact emailOnlineNotifies expiry or failure of the online course.

Capacity, waitlists & session changes

SubjectRecipientMediaNotes
Session 80% fullRegistrarAllCapacity threshold alert at 80%.
Waitlist: minimum quantity reachedRegistrarAllMinimum threshold reached on the waitlist.
In‑class session rescheduled – Date changedBuyer, Contact email, ParticipantIn‑class, Seminar, WebinarIncludes the Add to your calendar button.
In‑class session cancelledBuyer, Contact email, ParticipantIn‑class, Seminar, WebinarSent to all impacted recipients.
Session Planned → ConfirmedRegistrar, InstructorIn‑class, Seminar, WebinarStatus transition notice.

Approvals (employees / manager)

SubjectRecipientMediaNotes
Employee registration approvalRegistrar, ManagerAllThe manager approves/refuses directly from the email; a follow‑up email asks the registrar to update the registration. Gray block pulls from session Instructions.
Registration approved / partially approved / refusedRegistrarAllSupports partial approvals (e.g., companion not approved).

Payments & refunds

SubjectRecipientMediaNotes
Order refunded – Action requiredRegistrarAllSent when PayPal has refunded an order; the registrar must process the refund in the platform.

Tips / FAQs

  • Customization: add guidance in session Instructions and use Custom legal text for dedicated blocks.
  • Timing: the “starts soon” reminder defaults to T‑2 days for in‑person/webinar; ViVa can adjust this delay on request.
  • Status: automatic reminders require Confirmed session status.
  • Contacts: ensure the company’s contact email is filled if you expect it to receive notifications.


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