Notification Triggers

Notification Triggers

Notification triggers in EquiBillBook determine when and under what conditions notifications are sent. This guide explains how to configure and manage notification triggers effectively.

What are Notification Triggers?

Notification triggers are conditions or events that automatically initiate the sending of notifications. When a specific event occurs in EquiBillBook (such as an invoice being created, a payment being received, or stock falling below a threshold), the corresponding trigger activates and sends the appropriate notification.

Types of Notification Triggers

EquiBillBook supports various notification triggers:

• Event-based Triggers: Triggered by specific events (invoice created, payment received)
• Time-based Triggers: Triggered at specific times (daily reminders, scheduled reports)
• Condition-based Triggers: Triggered when conditions are met (low stock, overdue invoice)
• Action-based Triggers: Triggered by user actions (booking made, order placed)
• Status-based Triggers: Triggered by status changes (invoice paid, booking confirmed)

Accessing Notification Triggers

To access notification triggers:

1. Navigate to Settings → Notification Settings → Notification Triggers
2. View all available triggers
3. Enable or disable specific triggers
4. Configure trigger conditions

Invoice Notification Triggers

Configure triggers for invoice-related notifications:

• Invoice Created: Trigger when new invoice is created
• Invoice Sent: Trigger when invoice is emailed to customer
• Invoice Paid: Trigger when invoice payment is received
• Invoice Overdue: Trigger when invoice due date passes
• Invoice Cancelled: Trigger when invoice is cancelled
• Invoice Reminder: Trigger for payment reminders (configurable intervals)

Payment Notification Triggers

Configure triggers for payment-related notifications:

• Payment Received: Trigger when payment is recorded
• Payment Reminder: Trigger for pending payment reminders
• Payment Failed: Trigger when payment attempt fails
• Payment Link Generated: Trigger when payment link is created
• Payment Link Opened: Trigger when customer opens payment link
• Payment Link Expired: Trigger when payment link expires
• Payment Link Expiring: Trigger before payment link expires (configurable time)

Stock Alert Triggers

Configure triggers for stock-related alerts:

• Low Stock: Trigger when item stock falls below minimum level
• Out of Stock: Trigger when item stock reaches zero
• Stock Adjustment: Trigger when stock adjustment is made
• Stock Transfer: Trigger when stock is transferred between locations
• Critical Stock: Trigger when stock falls below critical threshold

Booking Notification Triggers

Configure triggers for booking-related notifications:

• New Booking: Trigger when new table booking is made
• Booking Confirmed: Trigger when booking is confirmed
• Booking Cancelled: Trigger when booking is cancelled
• Booking Reminder: Trigger before booking time (configurable time)
• Booking Updated: Trigger when booking details are updated

Customer Notification Triggers

Configure triggers for customer-related notifications:

• New Customer: Trigger when new customer is added
• Customer Updated: Trigger when customer information is updated
• Credit Limit Exceeded: Trigger when customer exceeds credit limit
• Customer Statement: Trigger when customer statement is generated

System Notification Triggers

Configure triggers for system-related notifications:

• Account Update: Trigger when account information is updated
• Password Changed: Trigger when password is changed
• Security Alert: Trigger for security-related events
• System Maintenance: Trigger for scheduled maintenance
• Backup Completed: Trigger when backup is completed

Time-based Triggers

Configure time-based notification triggers:

• Daily Reminders: Send reminders at specific times daily
• Weekly Summaries: Send weekly summary reports
• Monthly Reports: Send monthly reports
• Scheduled Notifications: Schedule notifications for specific dates/times
• Recurring Reminders: Set up recurring reminder schedules

Condition-based Triggers

Configure triggers based on conditions:

• Threshold Triggers: Trigger when values cross thresholds (stock, balance)
• Date-based Triggers: Trigger based on dates (due dates, expiry dates)
• Status Triggers: Trigger when status changes to specific value
• Amount Triggers: Trigger when amounts exceed or fall below limits
• Combination Triggers: Trigger when multiple conditions are met

Enabling and Disabling Triggers

Manage trigger activation:

1. Go to Settings → Notification Settings → Notification Triggers
2. Find the trigger you want to enable/disable
3. Toggle the enable/disable switch
4. Save changes
5. Triggers can be enabled/disabled individually

Trigger Conditions

Configure conditions for triggers:

• Simple Conditions: Single condition (e.g., stock < 10)
• Complex Conditions: Multiple conditions with AND/OR logic
• Time Conditions: Conditions based on time (business hours, days)
• User Conditions: Conditions based on user roles or permissions
• Location Conditions: Conditions based on branch/location

Trigger Frequency Settings

Control how often triggers fire:

• Immediate: Trigger immediately when condition is met
• Once Per Day: Trigger maximum once per day
• Once Per Week: Trigger maximum once per week
• Custom Frequency: Set custom frequency limits
• Throttling: Prevent trigger spam with throttling

Trigger Recipients

Configure who receives notifications from triggers:

• Account Owner: Send to account owner
• Specific Users: Send to selected users
• User Roles: Send to users with specific roles
• Customers: Send to customers (for customer-facing notifications)
• Suppliers: Send to suppliers (for supplier-facing notifications)
• Multiple Recipients: Send to multiple recipients

Trigger Channels

Configure which channels are used for each trigger:

• Email: Send via email
• SMS: Send via SMS
• WhatsApp: Send via WhatsApp
• In-App: Show in-app notification
• Multiple Channels: Send via multiple channels simultaneously

Trigger Priorities

Set priorities for triggers:

• High Priority: Critical notifications (payments, security alerts)
• Medium Priority: Important notifications (invoices, bookings)
• Low Priority: Informational notifications (reports, summaries)
• Priority-based Delivery: High priority notifications sent first

Trigger Logs

Monitor trigger activity:

• View trigger execution history
• Check which triggers fired and when
• Review trigger conditions and results
• Identify failed triggers
• Analyze trigger frequency

Trigger Testing

Test triggers before deploying:

1. Enable test mode for triggers
2. Manually trigger test events
3. Verify notifications are sent correctly
4. Check trigger conditions are met
5. Verify recipient and channel settings
6. Disable test mode when satisfied

Trigger Best Practices

• Enable Only Needed: Enable only triggers you actually need
• Set Appropriate Frequency: Avoid trigger spam with frequency limits
• Use Conditions Wisely: Set clear, specific conditions
• Test Thoroughly: Test triggers before enabling
• Monitor Regularly: Review trigger logs regularly
• Optimize Performance: Disable unused triggers to improve performance
• Respect Quiet Hours: Configure quiet hours for non-urgent triggers

Troubleshooting Triggers

Common trigger issues and solutions:

• Trigger Not Firing: Check trigger is enabled and conditions are met
• Too Many Notifications: Adjust frequency settings or conditions
• Wrong Recipients: Verify recipient settings
• Wrong Channel: Check channel configuration
• Condition Not Met: Review trigger conditions
• Performance Issues: Disable unnecessary triggers

Properly configured notification triggers ensure you receive timely and relevant notifications about important business events. Configure triggers according to your business needs and preferences.