Set up email notifications in Calendar
Calendar sends email notifications to the appropriate people when certain types of event activity occur or need to occur. Some email notifications are optional, while others are always sent out, depending on your role.
Important
Emails are sent to the primary email address, except for Account settings. Account settings sends an email to every email address listed on an organization administrator's or billing manager's profile.
Manage your email preferences
The following email notifications are optional and can be toggled on your profile page:
Approval activity
Event activity
Comments on My Events
Event request discussion
New conflicts
New events
Important
If you choose not to receive emails for any of these notification types, you'll still see the notification from the toolbar on the right side of any Planning Center product.
Follow the steps below to manage your preferences for these notification types:
Select your profile picture or avatar in the top right corner.
Select My profile to open your Calendar profile.
Select the Communication tab.
Use the toggles in the Email Preferences section to choose which notifications you'd like to receive as emails.
If you toggle on New events emails, select Select a calendar to choose the calendar(s) for which you'd like to receive email notifications.
Which email notifications are always sent out?
Some email notifications in Calendar are always sent out and can't be toggled off in your email preference settings. These emails include:
Higher permissions: People in Calendar always receive an email when granted higher permissions, but they are not notified if their permissions are downgraded or removed.
Calendar access: If you have multiple calendars in your organization with different access settings, people will receive an email if their access to a specific calendar is granted or removed.
Event administrators receive an email if someone requests access to a calendar.
Role-specific notifications: If you're an approval group member, event owner, or event request form owner, you'll always receive email notifications for certain types of activity. Expand the sections below to see which email notifications you'll receive for each role.
If you are a member of an approval group, you'll receive an email when:
You are given "Conflict Resolver" permissions.
There is a new request for a room, resource, or event request form that you are an approver for.
Important
Requests are delayed when there are pending conflicts. Once all conflicts are resolved, request emails will be sent.
An event is canceled for which you previously approved a room or resource.
A comment is added to the Activity feed of any event you have approved a room or resource.
An email is sent to or from the requester in the Activity feed of a requested event for which you're an approver.
An event or reservation block that your approval group approved something for is deleted.
If someone adds a bunch of rooms and resources to an event, each person will receive one email with all of those requests. Unless manually sent, combined request emails do not go out until there have been no changes made to the event for 30 minutes.
If you are an event owner, in addition to any emails above, you'll also receive an email when:
One of your events goes from pending to 100% approved.
Your event is canceled.
Your event has lost a conflict with another event.
Your event conflict is resolved by sharing the room.
You are made the default event owner for an event request form.
An emailed comment to or from a requester is in an event request form for which you are the owner or manager.
If you are the event request form owner, you will receive an email when someone submits a form.
The person who submits the form will be emailed:
A confirmation with a copy of their answers.
An automated email when their event is approved.
Any discussion for “comments to the submitter” that happens in the activity feed so that they can participate via email if they don't have access to Calendar.
Troubleshoot emails
If someone with permissions in Calendar mentions they didn't receive an email, try these things:
Important
If the email address is not blocked, and the person has whitelisted the email address, you can check a couple more things before reaching out to Support:
Check the approval group for the requested room or resource to make sure the person is in it.
Ask them to make sure they're subscribed to the event.
Confirm their permissions have not changed.
If neither of these options helps, contact Planning Center Support by selecting the ? in the toolbar.