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.
🆕 [NEW SECTION] Meeting Program lifecycle emails
Added June 2026. Source: PS Comprehensive Guide to the Meeting Program System (internal). Gap identified by Susan Merola.
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 and were previously undocumented.
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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.