Overview
The Meeting Program triggers notifications through two channels — email and the in-platform web notification centre. This page lists every notification type, the channels it uses, and the conditions that trigger it.
Channels
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Email — sent to the participant's registered email address. Where the event is a meeting, an ICS attachment is included so the recipient's calendar stays in sync.
-
Web notification — appears in the bell icon notification centre while the user is signed in. Web notifications mirror the email payload at a high level and link directly to the relevant meeting details page.
Notification matrix
|
Event |
Recipient |
|
Web |
ICS |
|---|---|---|---|---|
|
New meeting request |
Recipient of the request |
Yes |
Yes |
Yes (tentative) |
|
Request accepted |
Requester |
Yes |
Yes |
Yes |
|
Request accepted |
Recipient |
Yes |
— |
Yes |
|
Request declined |
Requester |
Yes |
Yes |
— |
|
Reschedule proposed |
Other participant |
Yes |
Yes |
Yes (updated) |
|
Meeting cancelled |
Both participants |
Yes |
Yes |
Yes (CANCEL) |
|
Meeting reminder |
Both participants |
Yes |
Yes |
— |
|
Rating reminder |
Both participants |
Yes |
Yes |
— |
Reminder timing
-
Pre-meeting reminder — sent 24 hours before the start of the first meeting of the day, and again 15 minutes before each individual meeting.
-
Rating reminder — sent once, the day after the meeting, only if no rating has been submitted yet.
User controls
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Participants can opt out of email notifications from their profile settings. The opt-out is per category (requests, confirmations, reminders, ratings).
-
Web notifications cannot be disabled but can be marked as read or cleared from the notification centre.
-
Cancellation and confirmation emails are transactional and are always sent regardless of opt-out, because they are required to keep calendars in sync.
Localisation
All notification content is rendered in the language set on the recipient's profile, with fallback to the event default language.
Meeting Program lifecycle emails
In addition to the per-meeting notifications above, the Meeting Program sends lifecycle emails tied to programme-level events. These are distinct from the standard meeting request/acceptance flow.
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Added to Meeting Program — sent when a user is enrolled (auto or manual). Includes an ICS file for the voting deadline.
-
Confirmation Started (1st generation) — sent after the 1st meeting generation run, only to users who have at least one meeting proposal. Includes an ICS file for the confirmation deadline.
-
Confirmation Started (2nd generation) — sent after the 2nd meeting generation run. Same conditions as above, with an updated ICS for the confirmation deadline.
-
Final Schedules Received — sent after table placement is complete. Includes an ICS file containing all confirmed meetings, giving participants a full calendar block for the event.
-
Rate Meetings — sent after the Meeting Program ends. Invites users to rate the meetings they attended. No ICS attached.
-
Removed from Meeting Program — sent if a user is removed by an organiser, by their exhibitor, or via self-cancellation. No ICS attached.