Sending messages - wiso-forschungslabor/hroot-documentation GitHub Wiki

When sending emails in hroot, it is possible to include a variety of variables to include session times, locations and information about whether a session is a single event of belongs to a group of sessions. We will discuss several examples on this section to guide you through the different possibilities.

The Communication Matrix

The central communication matrix under /options/communication defines which channels (Email, SMS, or Push notification) are active and configured for each of the notification templates.

  • Email: The primary communication channel. Most notification types are sent via email.
  • SMS: A supporting channel for urgent updates, particularly for session reminders shortly before a session starts. SMS must be configured and enabled globally before it can be activated in the matrix.
  • Push: Real-time push notifications for mobile devices or browsers, if configured and supported.

In the communication matrix, administrators can check/uncheck columns to determine which notification types are allowed to use which channels.

Notification Types and Trigger Conditions

hroot supports 15 distinct notification templates. Below is the list of all templates, their purpose, who receives them, and the exact trigger conditions:

  1. Experiment Invitation:

    • Trigger: Triggered manually by an administrator or experimenter when inviting pool members to an experiment.
    • Recipient: Pool members assigned to the experiment who match the target demographic filters.
    • Note: This is the standard, individual invitation email.

  2. Digest Invitation:

    • Trigger: Sent as a complement to normal invitation emails. It bundles multiple active experiments into a single digest message. It is triggered either via a background cronjob at predefined intervals or manually.
    • Recipient: Pool members who are eligible for multiple open experiments.
    • Purpose: Helps reduce email volume and prevent spam.

  3. Session Confirmation:

    • Trigger: Sent automatically immediately after a participant successfully registers for a specific session.
    • Recipient: The registered participant.

  4. First Session Reminder:

    • Trigger: Sent automatically a configurable number of days/hours before the session starts.
    • Recipient: All registered participants for that session.

  5. Second Session Reminder (SMS):

    • Trigger: Sent automatically a short time (configurable hours/minutes) before the session starts, typically via SMS only.
    • Recipient: Registered participants who have provided a mobile phone number.

  6. QR Admission Ticket / Reminder:

    • Trigger: Sent automatically before the session, providing the participant with their individual QR code for automated check-in.
    • Recipient: All registered participants for a session that uses QR code admission.

  7. Waiting List Updates:

    • Trigger: Triggered automatically when a registered participant cancels and a person from the waiting list is promoted to a regular seat, or when the waiting list status changes.
    • Recipient: The promoted participant.

  8. Session Completion:

    • Trigger: Sent after the session has taken place, once the administrator/experimenter logs the participation statuses (e.g., attended, paid) and marks the session report.
    • Recipient: Participants who completed the session.

  9. Missing Matriculation Proof Warning:

    • Trigger: Sent automatically when a student's uploaded matriculation proof document has expired or is missing.
    • Recipient: The student/user.

  10. No-Show Warning:

    • Trigger: Sent automatically when a participant is marked as "No-Show" (unexcused absence) in the session completion interface.
    • Recipient: The absent participant.

  11. Inactivity Warning 1:

    • Trigger: Sent automatically after a long period of inactivity (e.g., 11 months without login/participation) to request that the user verify their profile data.
    • Recipient: The inactive user.

  12. Inactivity Warning 2:

    • Trigger: Sent automatically shortly before the account is deleted due to persistent inactivity.
    • Recipient: The inactive user.

  13. Choose Password Link:

    • Trigger: Sent when a new user is manually created by an administrator, or when an imported/inactive account is activated, containing a secure link to set their password.
    • Recipient: The newly created or activated user.

  14. Registration Confirmation:

    • Trigger: Sent automatically immediately after a participant registers online.
    • Recipient: The newly registered participant (contains a verification link to confirm the email address).

  15. Password Recovery:

    • Trigger: Sent on demand when a user clicks the "Forgot Password" link on the login page.
    • Recipient: The user requesting the reset.

For detailed configuration of specific email types and formatting options, see:

  1. Invitation emails
  2. Confirmation emails
  3. Session reminder emails
  4. Default locale and date formats
  5. SMS and Push Notifications