Warning notification rules

Overview

Use Warning Notification Rules to send automatic warning messages to your team.

Warnings can be sent by email or SMS.

They help you react faster when something important goes wrong. For example, when an email fails to send or a booking task fails.

Access

Open E-mail Setup → Warning Notification Rules.

Purpose

Use this feature to:

• Notify users about problems and important changes automatically.

• Reduce response time by alerting the right people immediately.

• Avoid missed issues by using clear rules for who gets what.

Tabs Overview

You will see three tabs:

1. Warning Notification Rules: choose which warnings are sent, and when.

2. Warning Contacts: choose who receives warnings.

3. Warning Sent from E-mail: choose the sender address shown in warning emails.

Warning Contacts

Create contacts that can receive warning emails or SMS messages.

Warning contacts list.

Add or edit a warning contact.

Warning Sent from E-mail

Set which sender email address is shown on warning emails.

All warning emails will appear to come from this address.

Choose the sender email address.

Warning Notification Rules

Set rules for which warning types each contact should receive.

You can also control how often a warning is sent.

Rules list.

Edit a rule.

Types of Warnings

Warning names match what you see in the system.

Some warnings include terms like SMTP, FTP, or GDS.

These are technical names used by the system. You can still use them safely as labels.

Common terms used in warning names

• SMTP: email sending.

• FTP: file transfer between systems.

• GDS: flight booking connection (for example Travelport).

• PNR: a booking reference used for flight reservations.

Common warning groups

These are common examples:

• Informational

  • General information alerts.

• Email sending problems

  • Hotel reporting email failed to send (SMTP error).

  • Extra reporting email failed to send (SMTP error).

  • Missing attachment when sending ticket emails.

• Reporting problems

  • Hotel reporting errors (other errors).

  • Extra reporting errors (other errors).

  • Transport reporting errors (FTP, SMTP, or other errors).

  • Extra supplier reporting errors (SMTP or other errors).

• GDS and flight-related warnings

  • GDS status changed (for example TKQ → TKOK).

  • Unable to configure GDS flight, check PNR, or apply time changes.

  • Unable to submit Web Booking to Travelport.

  • Fewer GDS flights than yesterday (for dynamic transport).

  • Queue management warnings for GDS bookings.

  • Success messages for time changes or submissions (used as confirmations).

• Other system warnings

  • Mail helper errors.

  • Service watcher warnings.

  • Unable to generate a price list per day.

  • Bookings staying in error status for more than 1 hour.

  • Connected hotel errors (no response from the hotel connection).

If you are unsure which warning to enable, start with email failures and booking errors.

Instructions for Use

1

1. Choose who should receive warnings

Open Warning Contacts. Add one or more recipients.

2

2. Set the sender email address

Open Warning Sent from E-mail. Set the sender address for warning emails.

3

3. Turn on the warnings you need

Open Warning Notification Rules.

Pick the warning types you want. Set how often they can be sent.

4

4. Review and adjust

If people get too many messages, reduce the warning list or lower the frequency.

FAQ

Who should receive warning notifications?

Send warnings to the people who can act on them.

Usually this is an administrator, an operations inbox, or a small support group.

Should I use email, SMS, or both?

Use email for most warnings.

Use SMS only for urgent issues that need fast attention.

Why am I getting too many warnings?

This usually happens when:

• Too many warning types are enabled, or

• The frequency is set too high.

Start small. Enable only the warnings you truly need.

Why is a warning email not being delivered?

First check that the contact has a valid email address.

Then check that your sender address is set and the warning rule is enabled.

Can I use a shared inbox for warnings?

Yes. This is often the best choice.

Use an inbox your team monitors during business hours.