Notifications Guide

VenueAI keeps your team informed when something needs attention — whether a lead needs help, a tour is coming up, or a call was missed.

This guide explains:

• Every notification type
• How delivery works
• How to configure everything properly

How Notifications Work

Every notification has two parts:

1. What triggers it
2. Where it gets delivered

VenueAI can send notifications to:

• The Coordinator — the tour guide assigned to the lead (via SMS or email)
• Your Central Inbox — a shared email address your team monitors
• Both — coordinator receives SMS, central inbox receives email

You control delivery individually for each notification type, giving you full flexibility.

Notification Types

Pre-Tour Reminders

When: 1 hour before a scheduled tour

What it includes:

• Lead’s name
• Tour time
• Conversation summary

This ensures coordinators walk into tours fully prepared.

SMS Example:

Tour with Sarah Johnson at 2:00 PM. Summary: Interested in outdoor ceremony, ~150 guests, June wedding.

Why it matters:

Coordinators don’t need to check the dashboard before every tour. They get everything they need in one message.

Post-Tour Reviews

When: 90 minutes after a scheduled tour

What it does:

Asks the coordinator whether the lead showed up. This keeps your pipeline accurate without requiring manual follow-up.

SMS Example:

Did Sarah Johnson show up for their tour? Reply Yes (add notes if helpful) or No-show.

Email Version:

Reminder to review and update the lead’s stage inside VenueAI.

Important:

This is the only interactive SMS notification. Coordinators can reply:

• Yes
• No-show

VenueAI automatically updates the lead.

See all ways you can reply to your AI here.

Human Attention Needed

When:

The AI encounters something outside its scope — for example:

• Negotiating pricing
• Requesting to speak to a person
• Expressing frustration
• Complex or unusual questions

What it includes:

• Lead’s name
• Their last message
• Why it was flagged

SMS Example:

Sarah Johnson needs attention. Wants to negotiate pricing. (info only)

Email Version:

Full details with a direct link to the conversation.

Unread Conversations

When:

A lead replies and the message remains unread.

What it includes:

• Lead’s name
• Channel (SMS/email)
• Message preview

SMS Example:

New SMS from Mike Torres: We'd like to bring 150 guests... (info only)

Email Version:

Full message and conversation link.

Missed Calls

When:

A call comes into your VenueAI number and isn’t answered.

What it includes:

• Caller name
• Phone number
• Voicemail status

If the caller is a booked client, the notification is marked urgent.

SMS Example:

Missed call from Jane Smith (555-0123). Left voicemail. (info only)

Email Version Includes:

• Voicemail transcription (if available)
• Whether the AI sent a follow-up text
• Direct link to the lead

Weekly Reports

When: Every Saturday

What it includes:

• Leads generated
• Tours booked
• AI activity
• Key performance summary

Delivery:

Sent via email to a list of recipients you configure.

Note: Weekly Reports are configured separately and do not use the coordinator/central delivery dropdown system.

Delivery Options

For the first five notification types, choose a delivery method from the dropdown:

How Coordinators Are Determined

VenueAI looks at the tour guide assigned to the lead.

This is typically assigned automatically when:

• A tour is booked through your connected scheduling system

If no coordinator is found, VenueAI automatically falls back:

• Coordinator SMS → Coordinator Email → Central Email
• Coordinator Email → Central Email
• Coordinator SMS + Central Email → Central Email still sends

Notifications never silently fail.

About SMS Notifications

Most SMS notifications are:

• Info only
• Short nudges
• Designed to prompt coordinators to open VenueAI

They are not meant for replying.

The only exception is Post-Tour Reviews, which are interactive.

All SMS notifications are designed to fit within a single 160-character message to keep costs low.

Setting It Up

Go to:

Settings → Notifications

The page includes three sections:

1. Email Configuration

Enter your Central Notifications Email.

This is required if you use:

• Central Email
• Coordinator SMS + Central Email

2. Delivery Preferences

Five dropdowns — one per notification type.

Choose how each one should be delivered.

Important:

Coordinator SMS and email require a tour guide to be assigned to leads.

If this isn’t happening automatically through your scheduling system, contact support.

3. Weekly Reports

• Toggle weekly reports on or off
• Enter email recipients (comma-separated)

Recommended Setups

Teams with Coordinators

Time-sensitive alerts go directly to coordinators.

Central inbox keeps visibility on escalations.

Solo Operators / Small Teams

Everything goes to one inbox — simple and clean.

FAQ

What if a coordinator doesn’t have a phone number?

VenueAI falls back to email.

If email isn’t available, it falls back to the central inbox.

You’ll always receive the notification somewhere.

Will coordinators get spammed with texts?

No. Notifications are event-driven, not scheduled.

They only trigger when something needs attention.

Can coordinators reply to SMS notifications?

Only Post-Tour Reviews are interactive.

All other SMS notifications include “(info only)” and are one-way alerts.

If someone replies anyway, nothing breaks — VenueAI handles it gracefully.

What happens if I disable a notification?

That notification type will not be sent.

The event still occurs inside VenueAI — you just won’t receive an alert.

Do I need a VenueAI phone number for SMS notifications?

Yes.

SMS notifications are sent from your VenueAI number.

If your account does not have one, SMS options will not work — use email instead.