Skip to main content

PNM notification routing

The Notification Routing card under Org → PNM → Settings decides who finds out about new PNM activity, how quickly, and through what channel. The default routing fires a per-application email to the chapter officers of the chapter an applicant selected, plus a once-a-day digest email to national admins summarizing every new PNM across all chapters. Each piece is configurable independently.

This is a v0.58 feature; orgs on older deployments may see a simpler always-on routing model. After upgrading, review the card to make sure your routing matches your operational rhythm.

The four routing toggles​

The card surfaces four boolean toggles plus a digest-time picker:

  • Notify chapter officers — when a new PNM is created, email every active officer and the president of the chapter the applicant selected. This is the most common useful notification: officers see new applicants in their queue in real time. Default: on.
  • Notify regional admins — when a new PNM is created, email every regional admin of the region the PNM's chapter belongs to. Useful in orgs where regional admins actively coordinate recruitment across their region. Default: off.
  • Notify national admins on every application — when a new PNM is created, email every org admin. Useful only for small orgs or low-volume periods; for a 30-chapter recruitment, this will fire dozens of emails a day and create notification fatigue. The card hint explicitly recommends keeping this off and preferring the digest. Default: off.
  • Send national admins a daily digest — once a day, email every org admin a single summary of every PNM that arrived in the prior 24 hours, grouped by chapter. The right knob for org-level visibility without per-application noise. Default: on.

The Digest send hour (UTC) dropdown next to the digest toggle picks the hour of day (0–23 in UTC) when the digest fires. The hint suggests 13 UTC as roughly 9 AM Eastern. Adjust to taste — the card spells out the UTC mapping so you can avoid timezone surprises.

PNM settings - Notification Routing card with toggles and digest hour PNM settings - Notification Routing card with toggles and digest hour

Per-application emails​

When Notify chapter officers is on, every new PNM submission queues an email to every active officer of the selected chapter and the chapter president. The subject reads [{Org Name} {Chapter Name}] New PNM application from {Applicant Name} and the body summarizes the applicant and links to the PNM detail page. Delivery is essentially real-time, usually within a minute. Recipients are resolved at send time, so officers who join or step down between submission and dispatch reflect their current state.

When Notify regional admins is on, the same fan-out goes to every regional admin of the region the chapter belongs to. Independent of the chapter officer toggle.

When Notify national admins on every application is on, every new PNM queues an email to every org admin. The card recommends against this for moderate-volume orgs — prefer the daily digest for org-level awareness without per-application volume. Leave this off unless you're running a small org where org admins also operate as chapter officers.

Daily digest​

When Send national admins a daily digest is on, an hourly sweep checks every org's PNM configuration; orgs whose digest hour matches the current UTC hour and whose new-PNM count is non-zero for the prior 24 hours get a digest email.

The digest is sent to every org admin and contains:

  • A subject line of the form [{Org Name}] N new PNM application(s) — {Date}
  • A summary count
  • A breakdown by chapter, with applicant name, applicant email, and submission timestamp for each PNM
  • A link to the org-level PNM queue for one-click triage

Orgs with zero new PNMs in the prior 24 hours do not receive a digest email. Quiet days produce no inbox noise.

The digest covers all chapters across the org. There is no per-chapter digest today; chapter officers rely on the per-application chapter-officer email instead.

How the digest hour is sized​

The send hour is in UTC so every recipient on a given digest gets the email at the same wall-clock moment regardless of where they live. Pick an hour that maps to a reasonable local morning for your headquarters — 13 UTC is roughly 9 AM Eastern in standard time and 8 AM Eastern in daylight time, with the rest of the US time zones an hour behind for each step west. There is no automatic daylight-savings adjustment; the digest hour is whatever you set it to year-round.

Routing rules for reference-letter submissions​

When a referrer submits a reference letter, the system treats the event as activity on the underlying PNM and reuses the same per-application routing flags:

  • If Notify chapter officers is on, the chapter officers get an email about the new letter
  • If Notify national admins on every application is on, org admins get an email about the new letter

The daily digest is not re-fired for reference letters — it covers new PNMs only. Officers and admins reviewing the per-letter email get a link to the PNM detail page where the new letter shows up in the References section.

This dual-purposing is deliberate: admins reviewing a freshly-arrived letter ultimately care about the underlying PNM, so the routing matches what they'd want for any new PNM activity.

Email verification deferral​

When email verification is enabled, none of the routing fires until the applicant verifies their email. A submission that lands in pending_email_verification does not produce chapter officer emails, regional admin emails, per-application national admin emails, or a digest entry. When the applicant verifies, the deferred fan-out fires as if the submission had just landed.

This avoids notifying officers about applications that never get verified (typo'd emails, bot submissions, etc.).

Recipients, opt-out, and save behavior​

If you want a fully silent system, turn off all four toggles — new PNMs still appear on the chapter and org queues, just without email. Useful in testing or a soft-launch, rarely useful in a busy cycle.

Recipient lists are derived from active role assignments: chapter officers and presidents for the chapter the PNM selected, regional admins for that chapter's region, org admins for the org. There is no separate per-recipient opt-out on this card — if a particular admin doesn't want PNM emails, change their role assignment (Inviting admins).

Routing changes save with the rest of the PNM Settings page. New submissions from the moment of save use the new routing; in-flight submissions already fanning out are not retroactively re-routed. Toggling the digest off mid-day does not cancel a digest the hourly sweep has already queued.

Last verified against v0.62.1 (2026-05-10).