Watches

Intro

Need to send a weekly report of important constituents who have registered for your upcoming event to someone who needs to know that information automatically?

We call them Watches.

Who is this good for?

  • Volunteer Managers

  • Volunteer Leaders

  • Second/Third-tier development colleagues

  • Highly invested senior leaders

  • Institutions who aren't aggressively importing registration data from AlumnIQ on a daily basis

See how this is superior to the current gift officer notification?

Notification Types

  • Tuesday Report (self-describing)

  • On Check In (triggered the first time they check in which is usually when printing a name tag, but not always)

When is it sent?

Weekly. On Tuesday. Until the (latest) end date on the Org under the Master Event.

What's in it?

XID, name, email, and annotation for everybody you're watching. You'll see a "Not Registered" indicator or a link to the individual's schedule of events once they are.

So what do you need from me?

All we need to know is the xid of the constituent + the email address of the person you wish to notify.

That sounds too good to be true.

It's not.

No warehouse, no web services. It's as simple as your average ACL to set up.

Where to configure

Go to Reports and select Watches.

While this functionality lives under Reports, the Setup role is required to make modifications to notifications. We may expand this to Manage once it's a more established feature.

What we were trying to avoid was just anybody going in there and adding/removing willy nilly without understanding what was up.

General Watch Management report

Loading Watches

From Reports > Watches, select Add Watches.

Yes, you absolutely can set multiple notifications on a single constituent. Just add multiple watches!

Individual Watch is if you want to map a bunch of XIDs to just one individual to be notified. Paste in the XIDs, scroll to the bottom and set the email address you want to hear about their registration status.

adding an individual notification recipient for multiple xids

Bulk Watch is when you have a beautiful mapping file of xid+notify pairings - usually the result of running a report (or one you requested from folks in advancement services).

uploading bulk xid+notification mappings

If you go for the bulk option you'll see a link to a sample file on screen - follow that format and you won't have any trouble.

what the file must contain

How will I know these are sending?

Every Tuesday we'll add a new Contact record to every party that has been included in that week's email rounds. We obviously can't note this for anyone not registered.

Change Log

  • 2025-09-23 - added note about including non-registered targets in the email, contents of email message

  • 2024-09-07 - first release

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