Overview
This reference documents every notification Helm sends, when it’s triggered, who receives it, and how batching works. Use this to understand exactly what notifications your team will receive and debug notification behavior if something seems unexpected.Notification triggers
Assignment created
Trigger: A guide is assigned to an event for the first time Recipients: The newly assigned guide Timing: Immediate (within 1 minute of assignment) Batching: Not batched. Each assignment triggers an individual notification. Content includes:- Event name and date
- Guide title and description
- Actions required (if any)
- Who made the assignment
- Direct link to the guide
Pre-event reminder
Trigger: An event with guide assignments is approaching and matches a configured reminder interval (default: 7 days, 3 days, 1 day before) Recipients: All guides still assigned to the event who haven’t marked their work complete Timing: Runs at 9:00 AM in the organization’s configured timezone Batching: Batched by recipient. If one person has multiple events with reminders on the same day, they receive a single email listing all upcoming events. Content includes:- Time remaining until event
- Guide progress (e.g., “2 of 4 actions complete”)
- What still needs attention
- Links to event and guide
- Maximum of 10 events per batch email
- If a recipient has reminders for 11+ events, they’re split into multiple emails sent 5 minutes apart
- Batching window: reminders generated within the same hour are eligible for batching
Post-event follow-up
Trigger: An event has passed and assigned guides haven’t marked their work complete, according to configured follow-up intervals (default: 1 day, 3 days after) Recipients: Guides still assigned who haven’t marked work complete Timing: Runs at 6:00 PM in the organization’s configured timezone Batching: Batched by recipient, same rules as reminders Content includes:- Note that event has passed
- Guide name
- What needs closing out (photos, notes, completion status)
- Links to event and guide
Comment mention
Trigger: Someone uses mention syntax in a comment and that user exists in the organization Recipients: The mentioned user Timing: Immediate (within 1 minute) Batching: Not batched. Each mention triggers an individual notification. Content includes:- Who mentioned you
- Comment text preview (first 200 characters)
- Context (event name, guide name, or other location)
- Direct link to the comment
Event date changed
Trigger: An event’s date is modified and the event has assigned guides Recipients: All guides assigned to the event Timing: Immediate (within 1 minute) Batching: Not batched Content includes:- Old date and new date
- Event name
- Who changed the date
- Impact on upcoming reminders (if any)
- Link to event
Assignment removed
Trigger: A guide assignment is manually removed from an event Recipients: The guide who was removed Timing: Immediate (within 1 minute) Batching: Not batched Content includes:- Event name
- Guide name
- Who removed the assignment
- Note that no further notifications will be sent
- Link to event (for reference)
All pending reminders and follow-ups are canceled when an assignment is
removed. The recipient won’t receive any further notifications about that
assignment.
Event canceled
Trigger: An event is deleted or marked as canceled and has assigned guides Recipients: All guides currently assigned Timing: Immediate (within 1 minute) Batching: Not batched Content includes:- Event name and original date
- Who canceled or deleted the event
- Note that all assignments are removed
- No actionable links (event no longer exists)
Guide updated
Trigger: A guide template or guide instance is edited in a way that affects assignments (e.g., new required actions added) Recipients: Guides currently assigned to events using that guide Timing: Immediate (within 1 minute) Batching: Batched if the same guide affects multiple recipients. They each receive one email even if multiple events use the updated guide. Content includes:- Guide name
- What changed (new actions, updated instructions)
- Which events this affects for you
- Links to affected events
Notification timing rules
Immediate notifications
These notifications are sent as soon as the triggering action occurs:- Assignment created
- Comment mention
- Event date changed
- Assignment removed
- Event canceled
- Guide updated
Scheduled notifications
These notifications run on a schedule: Pre-event reminders- Run at 9:00 AM in organization timezone
- Check all events against configured reminder intervals
- Send batched emails to recipients
- Run at 6:00 PM in organization timezone
- Check all events that have passed against configured follow-up intervals
- Send batched emails to recipients
Calculating intervals
Interval calculations use calendar days, not 24-hour periods. “7 days before” means seven calendar days, regardless of the event time. For an event on Friday May 10 at 6:00 PM:- 7-day reminder: Friday May 3 at 9:00 AM
- 3-day reminder: Tuesday May 7 at 9:00 AM
- 1-day reminder: Thursday May 9 at 9:00 AM
Timezone handling
All scheduled notifications use the organization’s timezone setting from Settings → Organization → Timezone. If your organization timezone is Europe/Paris (CET), reminders run at 9:00 AM CET regardless of where individual team members are located or what their personal timezone settings are. Immediate notifications are not affected by timezone—they’re sent as soon as possible after the trigger.Batching behavior
Batching combines multiple related notifications into a single email to reduce inbox clutter. Here’s exactly how it works:What gets batched
Pre-event reminders and post-event follow-ups are eligible for batching. If you have multiple events with reminders due on the same day, you’ll receive one email listing all of them. Immediate notifications are never batched. Each assignment, mention, date change, or cancellation triggers its own email.Batching window
Notifications generated within the same one-hour period are eligible for batching. For reminders running at 9:00 AM, all reminders generated between 9:00 AM and 10:00 AM can be batched together. This matters if you have a large number of events. The system processes them in batches, and notifications for the same recipient are combined as they’re generated.Batch size limits
A single batch email contains up to 10 events. If you have reminders for 11 events on the same day, you’ll receive:- One email with the first 10 events
- A second email with the 11th event
Batching by recipient
Batching is per-recipient, not per-event. If Sarah and Alex are both assigned to the same three events, they each receive their own batch email. The system doesn’t send one email to multiple people.Opting out of batching
Currently, batching is enabled by default and cannot be disabled at the user level. If you prefer individual emails for each event, you can request this as a configuration option from your account admin. Batching significantly reduces notification volume—if your team runs 50 events per week with 3 reminders each, batching can reduce emails from 150 to 15-20.Email content structure
All notification emails follow a consistent structure:Header
- From: Helm Notifications
- Subject: Varies by notification type
- Logo: Helm logo linked to your organization’s dashboard
Body
Greeting: “Hi [First Name],” Primary message: 1-2 sentences explaining why you’re receiving this notification Details section:- Event name (bold, linked)
- Date and time
- Guide name (bold, linked)
- Progress or status info
- Additional context specific to notification type
Footer
- Organization name
- Link to notification preferences
- Link to help documentation
- Unsubscribe link (where applicable)
Batched email structure
Batched emails use a modified structure: Greeting: “Hi [First Name],” Primary message: “You have reminders for [N] upcoming events:” Event list: Each event shown as:- Event name (bold, linked)
- Date
- Guide name with progress
- Mini “View” link