--- title: Configuring notification settings description: Learn how to configure ArrivalsHQ notifications, from host alerts by email, Slack or Teams to reception digests and customised visitor invitation emails. --- [Skip to content](https://knowledgebase.clearooms.com/what-question-is-your-articleconfiguring-notification-settingsanswering#main-content) ![Colour Transparent](https://knowledgebase.clearooms.com/hs-fs/hubfs/Colour%20Transparent.png?width=1672&height=313&name=Colour%20Transparent.png) Open main navigation Close main navigation - [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) How can we help you? - There are no suggestions because the search field is empty. 1. [Clearooms Knowledge Base](https://knowledgebase.clearooms.com/?hsLang=en-gb) 2. [Arrivals HQ](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb) 3. [Hosts & notifications](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#hosts-notifications) # Configuring notification settings ## Make sure the right people hear about every visitor, in the right way Notification settings control who is told when visitors arrive and leave, how they are told, and which emails visitors receive. You can send host alerts by email, Slack or Microsoft Teams, set up alerts and digests for reception, and customise the invitation email visitors receive. **Before you start** You need admin access to **ArrivalsHQ** in the Clearooms portal. Hosts must be set up first. See the **Setting up hosts** guide. For Slack or Teams, you need an incoming webhook for the channel you want to post to.   **1. Open the Notifications page** In the ArrivalsHQ menu, under **Admin**, select **Settings** and then **Notifications**. When you change a setting, an **Unsaved changes** bar appears. Select **Save changes** to keep your changes, or **Discard** to undo them. **2. Choose delivery channels** The **Delivery channels** table shows where host arrival notifications go, whether each channel is on, and how many notifications it has sent in the last 30 days. Use the switch on the right to turn a channel on or off. - **Email:** the default channel. It works for every host, with no extra setup. - **Slack:** posts a message to a Slack channel using an incoming webhook. - **Microsoft Teams:** posts a card to a Teams channel using an incoming webhook. ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-12-2026-10-30-29-2065-AM.png?width=1038&height=232&name=image-png-Nov-12-2026-10-30-29-2065-AM.png)  **3. Set up Slack or Microsoft Teams** In the **Slack** or **Microsoft Teams** section, switch on **Send arrival notifications to Slack** or **Send arrival notifications to Microsoft Teams**, then add the webhook for your channel and save your changes. ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-12-2026-10-31-01-2457-AM.png?width=557&height=123&name=image-png-Nov-12-2026-10-31-01-2457-AM.png) **Good to know** Slack and Teams notifications post to a shared channel. Direct messages to individual hosts, and personal mentions in Teams, are not available yet. Keep email switched on if hosts need a personal alert.   **4. Choose your notification rules** Under **Notification rules**, switch on the alerts you want: | **Rule** | **What it does** | | --- | --- | | **Notify host on visitor sig-in** | Tells the hist when their visitor arrives. This is usually switched on | | **Notify host on visitor sign-out** | Tells the host when their visitor leaves | | **Notify reception when an expected visitor doesn't arrive** | Alerts reception if a pre-registered visitor does not tun up | | **Send reception a daily 08:00 expected-visitors digest** | Sends reception a summary of who is expected each morning at 8am | | **Auto check-out stale visitors** | Removes visitors who never signed out from the on-site views after the time you choose (12,24,48 or 72 hours) | ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-12-2026-10-36-18-3897-AM.png?width=642&height=312&name=image-png-Nov-12-2026-10-36-18-3897-AM.png)   **Good to know** Auto check-out keeps your on-site count accurate, but it does not affect the fire roll call.  Your sign-in journeys also need a **Notify someone** step so hosts are told when their visitor arrives. See **Creating and editing a sign-in journey**. **5. Turn on visitor emails** Under **Invitation & welcome email**, switch on **Visitors will receive a welcome email**. - Pre-registered visitors receive an invitation with their QR code and a calendar invite. - Walk-in visitors who leave an email address receive the same welcome message. When this is switched off, no visitor receives an email, including pre-registration invitations. ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-12-2026-10-46-53-5840-AM.png?width=605&height=510&name=image-png-Nov-12-2026-10-46-53-5840-AM.png)  **6. Customise the invitation email** 1. Choose which version to edit using the **Visitor type**, **Office** and **Language** filters. Leave them set to All to edit your organisation’s default email. 2. Select **Edit invitation email**. 3. Edit the wording on the left. The **Preview** on the right shows how the email will look. 4. Select **Save**, or **Reset to Default** to go back to the standard wording. The email uses placeholders such as **visitor name**, **company name**, **date time** and **employee email**, which are filled in automatically for each visitor. It also includes the visitor’s QR code and a short code they can give to reception instead. You can add attachments using **Click here to add attachments**. Your logo and email footer come from your account email settings. Select **Open email branding settings** to change them. **7. Notify other offices** If another office’s reception team needs to know when visitors arrive, switch on **Email selected offices on visitor arrival** under **Notify additional offices**, then choose the offices. ![](https://knowledgebase.clearooms.com/hs-fs/hubfs/image-png-Nov-12-2026-10-47-35-2123-AM.png?width=830&height=148&name=image-png-Nov-12-2026-10-47-35-2123-AM.png)  **Tips** - Keep email switched on as well as Slack or Teams, so every host gets a personal alert. - Use the 08:00 digest so reception knows who to expect each day. - Set up different invitation emails for different visitor types or offices, for example parking details for one site. - Send a test pre-registration to yourself after editing the invitation email to check how it looks.   - [FAQs](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#main-content) - [General](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#general) - [Hosting & Security](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#hosting-security) - [Desk Booking](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#desk-booking) - [Meeting Rooms](https://knowledgebase.clearooms.com/faqs?hsLang=en-gb#meeting-rooms) - [Getting started](https://knowledgebase.clearooms.com/getting-started?hsLang=en-gb) - [General](https://knowledgebase.clearooms.com/general?hsLang=en-gb#main-content) - [Troubleshooting](https://knowledgebase.clearooms.com/general?hsLang=en-gb#troubleshooting) - [Desks](https://knowledgebase.clearooms.com/general?hsLang=en-gb#desks) - [Meeting Rooms](https://knowledgebase.clearooms.com/general?hsLang=en-gb#meeting-rooms) - [Admin Settings](https://knowledgebase.clearooms.com/general?hsLang=en-gb#admin-settings) - [Planning](https://knowledgebase.clearooms.com/general?hsLang=en-gb#planning) - [Reports](https://knowledgebase.clearooms.com/reports?hsLang=en-gb) - [Settings](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#main-content) - [Users](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#users) - [Desk Settings](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#desk-settings) - [Meeting Room Settings](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#meeting-room-settings) - [Room Display App Settings](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#room-display-app-settings) - [Services](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#services) - [Account Settings](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#account-settings) - [Event Management](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#event-management) - [Visitor Management](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#visitor-management) - [Custom Fields](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#custom-fields) - [Multi-Factor authentication](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#multi-factor-authentication) - [Manager Settings](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#manager-settings) - [Billing](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#billing) - [Status](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#status) - [Apps](https://knowledgebase.clearooms.com/settings?hsLang=en-gb#apps) - [Support](https://knowledgebase.clearooms.com/support?hsLang=en-gb) - [Security](https://knowledgebase.clearooms.com/security?hsLang=en-gb#main-content) - [SSO, SCIM Apps & Integrations](https://knowledgebase.clearooms.com/security?hsLang=en-gb#sso-scim-apps-integrations) - [Privacy](https://knowledgebase.clearooms.com/security?hsLang=en-gb#privacy) - [Desk Booking App](https://knowledgebase.clearooms.com/desk-booking-app?hsLang=en-gb) - [Room Display App](https://knowledgebase.clearooms.com/room-display-app?hsLang=en-gb) - [Video Tutorials](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#main-content) - [Getting Started With Clearooms](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#getting-started-with-clearooms) - [Clearooms Desk Booking App: Getting Started With Clearooms](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#clearooms-desk-booking-app-getting-started-with-clearooms) - [Desks](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#desks) - [Meeting Rooms](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#meeting-rooms) - [Smart Booking And Favourites](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#smart-booking-and-favourites) - [Clearooms Room Display App](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#clearooms-room-display-app) - [Apps And Integrations](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#apps-and-integrations) - [Users](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#users) - [Office Plan](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#office-plan) - [Desk Neighbourhoods & Meeting Zones](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#desk-neighbourhoods-meeting-zones) - [My Bookings](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#my-bookings) - [Services](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#services) - [Kiosk](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#kiosk) - [Custom Fields](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#custom-fields) - [Who's In](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#whos-in) - [Status](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#status) - [Help Centre](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#help-centre) - [OpenSpaces](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#openspaces) - [Parking Spaces](https://knowledgebase.clearooms.com/video-tutorials?hsLang=en-gb#parking-spaces) - [OpenSpaces](https://knowledgebase.clearooms.com/openspaces?hsLang=en-gb) - [Parking Spaces](https://knowledgebase.clearooms.com/parking-spaces?hsLang=en-gb#main-content) - [Parking Misuse Reporting](https://knowledgebase.clearooms.com/parking-spaces?hsLang=en-gb#parking-misuse-reporting) - [Arrivals HQ](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#main-content) - [Journeys](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#journeys) - [Reports](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#reports) - [Multi Tenant](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#multi-tenant) - [Documents & Compliance](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#documents-compliance) - [Emergency and Evacuations](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#emergency-and-evacuations) - [Hosts & notifications](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#hosts-notifications) - [Badges](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#badges) - [Deliveries](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#deliveries) - [Sites](https://knowledgebase.clearooms.com/arrivals-hq?hsLang=en-gb#sites) [![Colour Transparent](https://knowledgebase.clearooms.com/hs-fs/hubfs/Colour%20Transparent.png?width=1672&height=313&name=Colour%20Transparent.png "Colour Transparent")](http://clearooms.com) [mailto:support@clearooms.com](mailto:support@clearooms.com) Copyright © 2025, clearooms.com