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The Knowledgebase

AlertTraveler®: Notifications (Email, SMS, & Push Notifications)

This article is a listing of the system-generated email messages, SMS messages, and push notifications that are sent by the Terra Dotta AlertTraveler® and Travel Registry solutions, including the following topics:

 

AlertTraveler® Emails

Sent to Travelers

Sent to Admins

 

AlertTraveler® SMS

Sent to Travelers

Sent to Admins

AlertTraveler® Push Notifications

Sent to Travelers

Sent to Admins

Travel Registry Emails

Sent to Travelers

Sent to Admins

Sent to Approvers

Sent to Delegate

Sent to Individuals with No System Role

Sent to Travelers (Trips Created Through Integrations)

Workflow Notifications to Travelers and Delegates

 

 

AlertTraveler® Emails

Sent to Travelers

Alert

Subject

[Alert Headline]

 

Body
Please be aware that the following alert may be affecting you.

Headline: Japan - Severe Weather (Update 2) - South
Severity: Low

Start date: 2017-07-10 00:00:00 UTC
End date: 2017-07-17 23:59:59 UTC

Categories: Natural Hazard, Travel Transport
Incident type: Severe weather

Affected area: Southern Japan

Affected range: 34.0345, 132.319 with a Radius of 328.98km; 

Details:

Flooding is subsiding in many areas of southern Japan following multiple periods of torrential rainfall since early July. However, intermittent downpours may continue through at least July 17. Forecasts suggest [...]

Advice:

Heed all evacuation orders. Use caution around streams, rivers, and other flood-prone areas. Limit unnecessary driving in affected regions until the severe weather passes and floodwater recedes. Seek ...

 

(Note: If a user is not activated, then the following text is also included.)

The AlertTraveler app is a better way to keep informed to help keep you safe! Download and activate the app for more control over the alerts you receive, quick links to emergency services, travel guides for the world, and more! 

Step 1: From your mobile device,  CLICK HERE to download the AlertTraveler app.
Step 2: Return to this email and CLICK HERE to automatically activate the app and login.

This notification is provided by: [Site Name]

DO NOT REPLY TO THIS EMAIL

 

Check-In (same as reminders)

Subject

[Check-in Request Headline ]

 

Body
Action Required: Your institution has requested that you check-in because you may be affected by alert.

Message from your Institution: [Check-in Request Body]

Please Check-In using one of these methods:

Your AlertTraveler app:  If you have downloaded the AlertTraveler app, navigate to the My Alerts page, click on the Check-In button and submit your response.

(NOTE: If a reply-to email address is configured, the following text about replying to this email is included.)

Email:  You can respond to this email.  Please specify whether you are OK or if you need help.
Phone:  Call your Institution’s emergency contact number: [Emergency Contact Number][Emergency notes]

If you need immediate help: please contact local authorities. If you have downloaded the AlertTraveler app, these numbers are linked from the Emergency Contact screen.

This check-in request is related to the following alert: 

Headline: China - Heavy Rainfall (Up. 1) - Eastern Provinces
Severity: Low

Start date: 2017-07-05 00:00:00 UTC
End date: 2017-07-08 23:59:59 UTC

Categories: Infrastructure, Natural Hazard, Travel Transport
Incident type: Heavy rainfall

Affected area: Central and eastern China
Affected range: 33.6146, 117.51 with a Radius of 906.13km; 

Details:

Heavy rainfall is forecast to continue in central and eastern Chinese provinces through at least July 8. Rainfall is affecting Sichuan, Gansu, Shaanxi, and Shanxi provinces, and western Chongqing on July 5. China's National Meteorological Centre (NMC) has issued a yellow warning - the second-lowest level - for rainfall in [...]

Advice:

Plan accordingly for possible transport and shipping disruptions and utility outages. Seek updated information on road conditions before driving long distances, particularly in rural or mountainous areas. Use caution around [...]

This notification is provided by: [Site Name]

(NOTE: If a reply-to email address is not configured, the following text is also included.)

DO NOT REPLY TO THIS EMAIL

Welcome Home          

The timing of this email is based on the number of days set in AlertTraveler® > Settings > Tracking Control (see also: AlertTraveler®: Settings).

Subject

Welcome home

 

Body

[Name of the traveler], welcome home from your trip.

Now that your registered trip is over, you will no longer be receiving alert notifications from [Account name]. If you would like to continue receiving alerts between now and your next trip, you may do so by subscribing to the locations of your choosing in the subscriptions page of the AlertTraveler mobile app.

DO NOT REPLY TO THIS EMAIL

Future Trip, Activate App

The timing of this email is based on the number of days set in AlertTraveler® >Settings > Scheduled Eligibility (see also: AlertTraveler®: Settings).

Subject

Activate AlertTraveler before your trip begins

 

Body

Download and activate the AlertTraveler app for more control over the alerts you receive, quick links to emergency services, travel guides for the world, and more! 

Step 1: From your mobile device,  CLICK HERE to download the AlertTraveler app.
Step 2: Return to this email and CLICK HERE to automatically activate the app and login.

DO NOT REPLY TO THIS EMAIL

Registration Code Forgotten

Subject

Activate AlertTraveler login request

 

Body
You have requested your password for user: [email]

Institution: [Institution name]
Password: [User registration code]
From your mobile device, login automatically: Click Here.

Please use these credentials to log into the AlertTraveler mobile app, available for free on the App Store and Google Play Store.

 

Activate the App

Subject

Please Activate the AlertTraveler mobile app

 

Body
[Custom message typed by the admin] 

The AlertTraveler app is a better way to keep informed to help keep you safe! Download and activate the app for more control over the alerts you receive, quick links to emergency services, travel guides for the world, and more! 

Step 1: From your mobile device,  CLICK HERE to download the AlertTraveler app.
Step 2: Return to this email and CLICK HERE to automatically activate the app and login.

Institution: [Institution name]
Email: [user email]
Password: [user registration code]

 

Impacted Travelers

Subject

[Alert headline]

 

Body
Please be aware that the following alert may be currently affecting 1 of your travelers [with a total of 4 for your institution].

Headline: UK - Fire July 10 - London
Severity: Low
Travelers affected: 1 

Start date: 2017-07-10 00:00:00 UTC
End date: 2017-07-10 23:59:59 UTC

Categories: Travel Transport, Unnatural Hazard
Affected area: Camden Lock Market, northern London

Affected range: 51.5413, -0.145826 with a Radius of 0.2km;

Details:

Firefighters continue to battle a fire that broke out at a building at Camden Lock Market in northern London just before midnight July 10. The blaze has burned portions of the first, second, and third floors. Author [...]

Advice:

Stay away from Camden Lock Market until the fire is extinguished. Plan for localized traffic disruptions, possibly into the morning of July 10. If operating nearby, consider remaining indoors if smoke [...]

 

Traveler Became Affected by Alert with Check-In

Subject

New traveler affected

 

Body
The following traveler has become affected by an Alert and associated Check-In due to a change in their location or itinerary:

Applicant: [name]
Email: [email address]
Program: [program name]
Term: Academic Year 2017

This was in reference to the following alert:

Headline: Test Alert for China on 05-03
Severity: Medium

Start date: 2017-05-03 00:00:00 UTC
End date: 2017-05-05 23:59:59 UTC

Categories: Crime
Incident type: Crime

Affected area: China

Details:

This is only a test. If this were an actual alert, it might read something like this: An elderly US national is said to have been killed in an apparent violent crime incident in China's capital….

Analysis:

This is only a test. If this were an actual alert, it might read something like this: There is a medium risk of both petty and violent crime in France, with petty street crime being the most prevalent. [...]

Advice:

This is only a test. If this were an actual alert, it might read something like this: Persons in China should remain aware of the prevailing risks of petty and violent crime. Standard security [...]

 

Traveler Asking for Help

Subject

Help requested: [Alert Headline]!

 

Body

The following traveler has checked in needing help:

Applicant: [Traveler name]
Email: [Email address]
Program: [Program name]
Term: Fall 2017

This was in reference to the following alert:

Headline: [Headline]
Severity: High

Start date: 2017-05-17 00:00:00 UTC
End date: 2017-05-18 00:00:00 UTC

Categories: Political, Conflict, Natural Hazard
Incident type: Incident type

Affected area: [Affected range of the alert]

 

License Number Approached/Reached

Subject

[AlertTraveler | Account name] License Usage (X %)

 

Body
As of [Date Time Email Processed], [Institution Name] has used [X] out your [Y] total licenses for the current contract year that ends on [License end date].

[Account name has been notified to contact | Contact] Terra Dotta at  services@terradotta.com to learn about options to expand AlertTraveler usage for [Institution Name] travelers.

NOTE: This alert will be repeated at license utilization thresholds of [ 90%, 100%, and 110%].

 

SMS Allotment Approached/Reached

Subject

[AlertTraveler | Account name] Sms Usage (Over X %)

 

Body
As of [Date Time Email Processed], [Institution Name] has used [X] out your [Y] total SMS for their AlertTraveler account.

[Account name has been notified to contact | Contact] Terra Dotta at services@terradotta.com to learn about options to expand AlertTraveler sms usage for [Institution Name] travelers.

NOTE: This alert will be repeated at sms utilization thresholds of [90% and 100% | 90%, 100%].

 

AlertTraveler® SMS

Sent to Travelers

Alert SMS (based on AT threshold settings)

[Short text up to 160 characters]

Check-in SMS (based on AT threshold settings)

[Customizable text to the admin up to 131 characters] [ Reply 1 (OK) or 2 (Need Help)
| Reply via AlertTraveler app | Call +XXXXXXXXXXX to Check-In ]

 

Sent to Admins

Impacted Travelers SMS

[X] travelers impacted by: [Alert Headline]

Note: The headline will cut off at the 160 char limit.

 

Help Requested by Traveler SMS

Help Requested [FirstName LastName] [user email] [user phone number]
[Alert Headline]

Note: The headline will cut off at the 160 char limit.

 

 

AlertTraveler® Push Notifications

Sent to Travelers

Welcome to City/Neighborhood with Safety Score

[Traveler name], welcome to [Neighborhood]

[Neighborhood] has a safety score of [Number]/100, check out more on the app.

 

Other Push Notifications to Travelers

  • Alert Push (based on AT threshold settings) 
  • Check-In Push (based on AT threshold settings)
  • Incident Nearby Push
  • Neighborhood Push (if safety score lower than average)
  • Feedback Request After Trip Ends for Safety Rating
  • Push to Confirm your App is Already Installed from Material

 

Sent to Admins

Push Notifications to Admins

  • Impacted by an Alert
  • Traveler Asking for Help

 

Travel Registry Emails

Sent to Travelers

Trip with Errors from Forwarded Itinerary

Subject
Trip Received with Errors

 

Body
The travel confirmation you forwarded has been received, however, we were unable to create your trip.

Please login at the following Travel Registry site: [site] or if you do not have an account click HERE to create you one, and create your trip.

DO NOT REPLY TO THIS EMAIL

 

Trip Duplicated from Forwarded Itinerary

Subject

Trip Received with Errors

 

Body

The travel confirmation you forwarded has been received, however, you already sent an email for a trip with the exact same dates, so this looks like a duplicated email.  If you have any questions please review your trips in the [link to travel registry site] [institution name] travel registry.

DO NOT REPLY TO THIS EMAIL

 

 Trip with Non-Existent User from Forwarded Itinerary

Subject
Trip Received with Errors

 

Body
The travel confirmation you forwarded has been received, however, you already sent an email for a trip with the exact same dates, so this looks like a duplicated email. If you have any questions please review your trips in the [link to travel registry site] [institution name] travel registry.

DO NOT REPLY TO THIS EMAIL

 

Successful Trip Creation from Forwarded Itinerary

Subject
Your trip was created

 

Body
The travel confirmation you forwarded has been received and processed successfully.

[Note: If any pending actions are required for the trip, this section will be included.]

Your trip requires the following actions:

  • Complete the required questionnaire(s)
  • Sign all required documents

Please login into your Travel Registry site by clicking HERE, to see your trip.

DO NOT REPLY TO THIS EMAIL

 

Travel Registration Receipt Email

The Travel Registration Receipt Email allows you to provide travelers with a trip registration receipt email automatically upon a trip being registered for trips that do not require approval as well as automatically upon a trip being approved. For more information on this option, see Travel Registry: Documentation of Trip Registration.

 

 Admin Adds Delegate (email to traveler)

Subject
[Delegate name] has been added as your Travel Registry delegate

 

Body
An admin from your institution has added [Delegate name] as your travel registry delegate. [Delegate name] will now be able to create, edit and delete trips on your behalf in the [institution name] travel registry.

Login to your account at [link to travel registry site] to view and manage your trips.

DO NOT REPLY TO THIS EMAIL

 

You Have Outstanding Items to Complete on a Trip (sent by group leader)

Subject

Reminder from your trip leader

 

Body

This is a gentle reminder from your group leader, [Group leader firstname lastname], that there are pending actions you must take regarding your trip your trip have pending actions:

Trip details
Trip Name: [Trip name]
Dates: 2018-09-21 to 2018-09-22

Destinations
[Start date] - [End date] - [City], [Country]

Message from your leader: [Text typed by the leader]

Click HERE to complete your actions for this trip.

DO NOT REPLY TO THIS EMAIL

 

Reminder for Outstanding Items to Complete on a Trip

Subject
Actions Required on your Travel

 

Body
This is a gentle reminder that there is action required regarding your planned travel:

Trip details
Traveler (you are his delegate): [Name (email address)]
Trip Name: [Trip name]
Description: [Description]
Dates: 2018-09-27 to 2018-10-08

Destinations
[Start date] - [End date] - [City], [Country]

Click HERE to complete your actions for this trip.

DO NOT REPLY TO THIS EMAIL

 

 A Signed Document was Updated (needs to be re-signed)

Subject

Action Required: Updated trip document

 

Body

You are being notified because the following document: [Document name] has been updated and requires your review. This document is required for the upcoming trip [Trip name].

Please click HERE to login and review the updated travel requirement.

DO NOT REPLY TO THIS EMAIL

 

New Trip Created by Your Group Leader

Subject

Group Trip Notification - [Trip Name]

 

Body

[Group leader name], has created the following trip: "[Trip name]" and has added you as a traveler.

To see your trip, click HERE and after login into your account you will see the details of your trip.

DO NOT REPLY TO THIS EMAIL

 

Your Delegate Created/Edited/Deleted One of Your Trips (based on user settings true on create/delete by default)

Subject
Trip [Trip Name] [created | edited | deleted] by your delegate

 

Body
Your travel planning delegate, [Delegate Name], has created the following trip: "[Trip name]".

To see your trip, click HERE and after login into your account you will see the details of your trip.

DO NOT REPLY TO THIS EMAIL

 

Your Trip was Approved/Denied

Subject
Your trip was [APPROVED | DENIED]

 

Body
The following trip was APPROVED with the observation: "[text entered by the approver]".

Trip details
Trip Name: Trip to New Zealand
Description: Trip automatically created using forwarded email on 2018-05-31 16:58 UTC.
Dates: 2019-01-15 to 2019-01-29

Destinations
[Start date] - [End date] - [City], [Country]

To see your trip click HERE and login to your account.

DO NOT REPLY TO THIS EMAIL

 

Your Trip was Restored by an Admin

Subject
Your trip was restored: [Trip name]

 

Body
Your trip has been restored by an administrator.

Trip details
Trip Name: [Trip name]
Dates: 2018-07-01 to 2018-07-02

Destinations
[Start date] - [End date] - [City], [Country]

Note from admin: [Text entered by the admin]

Click HERE to see the restored trip.

DO NOT REPLY TO THIS EMAIL

 

Trip Canceled by Admin

Subject
[Trip name] canceled by an admin from your institution

Body
An admin from your institution [institution name], has canceled the following trip: "[trip name]".

DO NOT REPLY TO THIS EMAIL

 

New Password

Subject

Password Reset

 

Body

Forgot your password? To set a new one click HERE. 

DO NOT REPLY TO THIS EMAIL

 

Welcome to Travel Registry (when group leader adds traveler to trip)

Subject

Welcome to Travel Registry!

 

Body

Welcome to Travel Registry [Traveler firstname lastname].

The leader of a future group trip, [Leader name (email)] has included you as a group member.

Trip details
Trip Name: [Trip name]
Dates: 2018-10-10 to 2018-10-11

Destinations
[Start date] - [End date] - [City], [Country]

Your trip requires the following actions:

  • Fill all required fields
  • Complete the required questionnaire(s)

Click HERE to login with your institution credentials and complete your actions for this trip.

DO NOT REPLY TO THIS EMAIL

 

Sent to Admins

Unpaired Reservations Reminder

Subject
Unpaired reservation reminder

 

Body
You are receiving this email to notify you that there are:

  • 1 unpaired reservations received in the last week
  • 7 total unpaired reservations

Click HERE to review the unpaired reservations.

DO NOT REPLY TO THIS EMAIL

 

Failed Trip(s) on Integration/Import

Subject
Travel Registry alert - Trips creation failure

 

Body
Your Concur Integration process has run successfully in the last 24 hours, however, there were [Number] trips that were unable to create as expected. Trip(s) that failed to create are:

Trip #1

Traveler: [Traveler name (email address)]
Trip Name: [Trip name]
Dates: [Dates]
Concur Request: [Concur request]
Concur Itinerary Locator: [Concur itinerary locator]
Failed Reason: [Reason for failure]

Please visit the page Travel Admin -> Admin Action -> Failed Imports to review the trips mentioned above. This page will present you with the trips and call out the part of the trip that failed to process. You can then correct the trips and have them created. Consider alerting your travel provider if this happens on a regular basis.

DO NOT REPLY TO THIS EMAIL

 

Sent to Approvers

Approve a Trip

Subject
Travel Approval Request: [trip name]

 

Body
You have been requested to provide approval for travel for [User name] ([User email]).

Trip details
Trip Name: [Trip name]
Dates: 2018-06-29 to 2018-06-30

Destinations
[Start date] - [End date] - [City], [Country]

Click HERE to decide on approval for this trip.

DO NOT REPLY TO THIS EMAIL

 

Reminder of Pending Trips to Approve

Subject
Action Required: Travel Approval

 

Body
This is a gentle reminder that some travelers are awaiting your approval for their trips:

Trip details
Traveler: [Traveler name (Traveler email address)]
Trip Name: [Trip name]
Dates: 2018-05-30 to 2018-05-31

Destinations
[Start date] - [End date] - [City], [Country]
[Start date] - [End date] - [City], [Country]

Click HERE to decide on approval for this trip.

DO NOT REPLY TO THIS EMAIL

 

Sent to Delegate

A Traveler (or an Admin) Added You as a Delegate

Subject
You have been added as [Traveler name]'s travel registry delegate

 

Body
You have been added as travel registry delegate for [Traveler name].

Login to your account at [Site address]. Navigate to the 'Delegate Trips' to view and take action for trips belonging to travelers for whom you are their Delegate.

DO NOT REPLY TO THIS EMAIL

 

Restored Trip by the Delegate

Subject
Your trip was restored: [Trip name]

 

Body
Your trip has been restored by an administrator.

Trip details
Trip Name: [Trip name]
Dates: 2018-07-01 to 2018-07-02

Destinations
[Start date] - [End date] - [City], [Country]

Note from admin: [Text entered by the admin]

Click HERE to see the restored trip.

DO NOT REPLY TO THIS EMAIL

 

Sent to Individuals with No System Role

Notified for a New Trip Created/Updated Based on Workflows

Subject
Trip notification

Body
You are being notified that a new trip for [Traveler name] has been created. This is an informational email and no action is required on your part.

Trip details
Trip Name: [Trip name]
Dates: 2018-08-01 to 2018-08-02

Destinations
[Start date] - [End date] - [City], [Country]

DO NOT REPLY TO THIS EMAIL

 

Notified for Impacted Travelers Based on Workflows

Subject

[Alert headline]

 

Body
Please be aware that the following alert may be currently affecting 1 of your travelers [with a total of 4 for your institution].

Headline: UK - Fire July 10 - London
Severity: Low
Travelers affected: 1 

Start date: 2017-07-10 00:00:00 UTC
End date: 2017-07-10 23:59:59 UTC

Categories: Travel Transport, Unnatural Hazard
Affected area: Camden Lock Market, northern London

Affected range: 51.5413, -0.145826 with a Radius of 0.2km;

Details:

Firefighters continue to battle a fire that broke out at a building at Camden Lock Market in northern London just before midnight July 10. The blaze has burned portions of the first, second, and third floors. Author [...]

Advice:

Stay away from Camden Lock Market until the fire is extinguished. Plan for localized traffic disruptions, possibly into the morning of July 10. If operating nearby, consider remaining indoors if smoke [...]

 

Sent to Travelers (Trips Created Through Integrations) 

No More Tracking Email - Welcome Home

Subject
Welcome home

 

Body
[Name of the traveler] welcome home from your trip.

Now that your trip is over, AlertTraveler will no longer report your location to [Account name]. If you would like to continue receiving alerts between now and your next trip, you may do so by subscribing to the locations of your choosing in the subscriptions page of the AlertTraveler mobile app.

DO NOT REPLY TO THIS EMAIL

 

Future Trip, Active App Email

Subject
Activate AlertTraveler before your trip begins

 

Body
Download and activate the AlertTraveler app for more control over the alerts you receive, quick links to emergency services, travel guides for the world, and more!

Step 1: From your mobile device, CLICK HERE to download the AlertTraveler app.
Step 2: Return to this email and CLICK HERE to automatically activate the app and login.

DO NOT REPLY TO THIS EMAIL

 

Your Delegate Edited/Deleted One of Your Trips

Subject
Trip [Trip name] [edited | deleted] by your delegate.

 

Body
Your delegate travel user, [Delegate name], has [edited | deleted] the following trip: "[Trip name]".

To see your trip, click HERE and after login into your account you will see the details of your trip.

DO NOT REPLY TO THIS EMAIL

Workflow Notifications to Travelers and Delegates

Subject
Trip notification

 

Body
You are being notified that your trip has been created.

Trip details
Trip Name: [Trip name]
Description: [Trip description]
Reasons: [Reason for travel]
Dates: [Start date] to [End date]

Destinations
[Start date] - [End date] - [City], [Country]

To see your trip click HERE and login to your account.

DO NOT REPLY TO THIS EMAIL

 

Trip Receipt (based on workflows)

Subject

Travel Receipt for [Trip name]

 

Body

[Text based on the receipt setting]

Trip details

Traveler full name: [Traveler name]

Trip Name: [Trip name]

Trip ID: [Trip ID]

Approval Status: [Trip approval status]

Dates: [Start date] to [End date]

Destinations
[Start date] - [End date] - [City], [Country]

[If there are requirements completed, completed requirements section]

[If there are requirements not completed, outstanding requirements section]

To see more details of your trip click HERE and login to your account.

DO NOT REPLY TO THIS EMAIL