> ## Documentation Index > Fetch the complete documentation index at: https://docs.helmkit.com/llms.txt > Use this file to discover all available pages before exploring further. # Reference > Complete reference of all notification triggers, timing rules, and batching behavior ## 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 **Example scenario:** You assign Sarah to Friday's Morning Walking Tour. Sarah receives an email immediately with all the details and a link to review the run. *** ### 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 **Example scenario:** On Monday at 9am, Sarah receives one email reminding her about three runs happening this week: a Morning Walking Tour on Friday, a City Food Tour on Saturday, and a Sunset Kayak Tour on Sunday. Each run is listed with its details and progress. **Batching rules:** * 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 **Example scenario:** Sarah's Morning Walking Tour happened on Friday. On Saturday at 6pm, she receives a follow-up email asking her to mark the assignment complete. **Batching rules:** Same as pre-event reminders *** ### 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 **Example scenario:** Alex comments on the Morning Walking Tour run with a question for Sarah. Sarah receives an email immediately with the question and a link to reply. *** ### 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 **Example scenario:** The Morning Walking Tour is moved from Friday to Saturday. Sarah receives an email immediately: "Morning Walking Tour moved from May 10 to May 11." Her reminders are automatically recalculated for the new date. *** ### 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) **Example scenario:** You realize you assigned Sarah to the Morning Walking Tour by mistake and remove the assignment. Sarah receives an email letting her know she's no longer assigned to that run. 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) **Example scenario:** The Morning Walking Tour is canceled. All assigned guides receive an email immediately: "Morning Walking Tour (May 10) has been canceled. Your assignments have been removed." *** ### 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 **Example scenario:** You update the pickup instructions for the City Food Tour experience. Sarah and three other guides assigned to upcoming runs of that experience each receive an email listing their affected runs. ## 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 "Immediate" means within 1 minute. There's a brief processing delay, but you should see these arrive almost instantly. ### 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 **Post-event follow-ups** * 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 The event time doesn't affect when reminders are sent. All reminders run at the scheduled batch time (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 The emails arrive 5 minutes apart to avoid overwhelming your inbox at once. ### 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 **Call to action:** Prominent button with action text ("View guide", "Mark complete", etc.) **Secondary links:** Text links to related resources (event page, organization settings, etc.) ### 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 **Call to action:** "View all events" button **Footer:** Same as individual emails Batched emails are designed to be scannable. You can see all your upcoming events at a glance without opening multiple emails. ## In-app notification behavior In-app notifications work differently from emails: ### Delivery Every email notification also creates an in-app notification in your inbox. You'll see a badge on the bell icon showing unread count. ### Grouping In-app notifications are grouped by event. If you have three reminders for the same event, they appear as one grouped item showing "3 notifications" with an expand control. ### Marking read You can mark notifications as read individually or in bulk. Marking an in-app notification as read doesn't affect the corresponding email—they're tracked separately. ### Retention In-app notifications are kept for 30 days, then automatically archived. You can manually dismiss notifications you no longer need. ### Real-time updates In-app notifications appear in real-time using WebSocket connections. If you have Helm open when a notification is triggered, you'll see it appear immediately without refreshing. ### Notification preferences You can choose to receive email only, in-app only, or both for each notification type. Navigate to **Settings → Notifications → Preferences** to configure this.