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What are notifications?

Notifications keep your team informed when guides are assigned to events, when action is needed, or when someone mentions you in a comment. They arrive as emails and appear in your in-app inbox, helping you coordinate event preparation without missing important updates. Helm sends notifications automatically based on what’s happening with your events and guides. You don’t need to configure anything to start receiving them, though you can adjust timing and preferences to match how your team works.

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Where notifications appear

Email notifications arrive in your inbox with clear subject lines and actionable content. Each email includes direct links to the event, guide, or conversation that triggered it.Emails come from Helm’s notification service and are formatted to work well across email clients. You can filter them using standard email rules if needed.

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Types of notifications

Helm sends several types of notifications depending on what’s happening: Guide assignments happen when someone assigns a guide to an event. The assigned guide receives an initial notification, then reminders as the event date approaches, and follow-ups after the event if the guide hasn’t marked their work complete. Mentions notify you when someone tags you in a comment using @yourname. This works in event comments, guide comments, and anywhere else conversations happen. Updates let you know when something changes on an event or guide you’re involved with. This includes status changes, date changes, or when someone completes an action you were waiting on. Digests bundle multiple notifications together if you’ve enabled them in your preferences. Instead of receiving individual emails for every update, you’ll get a summary at intervals you choose.

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How assignment notifications work

When you assign a guide to an event, Helm begins tracking the assignment and sends notifications at specific points in the timeline. Understanding this flow helps you know what your guides will receive and when.

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Initial assignment

The moment you assign a guide, the assigned person receives a notification with:
  • The event name, date, and key details
  • The guide they’re assigned to follow
  • A link to view the full guide and event context
  • What actions they need to take (if any)
This initial notification arrives immediately. There’s no delay—if you assign someone at 3pm, they’ll know by 3:01pm.

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Reminder notifications

As the event date approaches, Helm sends reminder notifications based on intervals you configure at the organization level. The default timing is:
  • 7 days before the event
  • 3 days before the event
  • 1 day before the event
Reminders help guides stay on track without you needing to manually follow up. Each reminder includes the same context as the initial notification, plus how much time remains until the event.
Reminders stop if the guide marks all required actions as ready before the event. Once they’ve completed their preparation, there’s no need to keep reminding them.

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Follow-up notifications

After the event occurs, Helm sends follow-up notifications to guides who haven’t marked their work complete. The default timing is:
  • 1 day after the event
  • 3 days after the event
Follow-ups prompt guides to close out their work—uploading final photos, confirming the setup went well, or noting any issues for next time. They stop once the guide marks everything complete.

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Configuring timing intervals

You can adjust when reminders and follow-ups are sent from your organization settings. Navigate to Settings → Notifications → Assignment timing to change the intervals. The intervals apply organization-wide to all guide assignments. If you set reminders at 10 days, 5 days, and 2 days before events, that timing applies to every assignment moving forward.
If your events typically have long lead times, consider setting earlier reminders. For last-minute events, shorter intervals work better.

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What happens in edge cases

Helm handles common edge cases automatically so notifications stay relevant: When an event date changes, Helm recalculates all pending reminders based on the new date. If you move an event from next week to next month, reminders shift accordingly. The guide doesn’t receive duplicate notifications—the system updates the schedule in the background. When you cancel an assignment, all pending reminders and follow-ups are canceled immediately. The guide won’t receive further notifications about that assignment. If they already received the initial notification, that email remains in their inbox, but no new ones arrive. When a guide is reassigned (removed from one event and added to another), they stop receiving notifications for the old assignment and begin receiving them for the new one. Each assignment is tracked independently. When multiple guides are assigned to the same event, each receives their own notification sequence. Reminders and follow-ups go to everyone still assigned. If one guide completes their work, their notifications stop, but others continue receiving theirs. When events are deleted, all associated notifications are canceled. Guides receive no further reminders about events that no longer exist.

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What’s in each notification

Every notification includes specific information to help you understand what’s happening and what to do next.
Subject line: “You’ve been assigned to [Event Name]”Body includes:
  • Event name and date
  • Guide name and description
  • Number of actions required (if any)
  • Direct link to view the guide
  • Link to the event page
  • Who made the assignment
Call to action: “View guide” button
Subject line: “Reminder: [Event Name] in X days”Body includes:
  • Time remaining until event
  • Guide name
  • Progress status (e.g., “3 of 5 actions complete”)
  • What still needs attention
  • Links to guide and event
Call to action: “Complete remaining actions” button
Subject line: “Follow-up: [Event Name] wrap-up”Body includes:
  • Note that the event has passed
  • Guide name
  • What needs to be marked complete
  • Links to guide and event
Call to action: “Mark complete” button
Subject line: “[Person] mentioned you in a comment”Body includes:
  • Who mentioned you
  • Preview of the comment text
  • Context (which event or guide)
  • Link to the full conversation
Call to action: “View comment” button

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Pricing and limits

Notifications are metered based on usage. Each notification sent—whether by email or to your in-app inbox—counts toward your monthly limit. Here’s how it works across plans:
250 notifications per monthThe Free plan includes 250 notifications monthly with a hard cap. When you reach this limit, Helm stops sending notifications until the next billing cycle begins.This works for small teams or occasional use. If you’re consistently hitting the limit, consider upgrading to Growth for higher capacity and overage allowances.You’ll receive a warning email when you approach 90% of your limit.

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What counts as a notification

Every outbound message counts, whether it’s an email or an in-app notification. If you have both enabled, and Helm sends an assignment notification, that counts as two notifications (one email, one in-app). Digest notifications count as one notification per digest sent, regardless of how many individual updates it contains. Bundling notifications into digests can help manage your usage.
On the Free plan, when you reach 250 notifications, your team will stop receiving assignment reminders, mentions, and other updates until the next month. Monitor your usage from Settings → Usage to avoid surprises.

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Monitoring your usage

You can track notification usage in real-time from your organization settings. Navigate to Settings → Usage → Notifications to see:
  • How many notifications you’ve sent this billing cycle
  • How many remain in your included amount
  • Projected overage charges (on paid plans)
  • A breakdown by notification type
This helps you understand patterns—like whether reminders account for most usage—and adjust your notification strategy accordingly.