# ERP Notification Matrix Worksheet for Email, Teams, Slack and WhatsApp

> Source: https://netray.co/tools/erp-notification-matrix-worksheet
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

Map every ERP event to an audience, channel, priority and template, and see monthly volume per channel before you build.

## Category

erp-operations

## Audience

- ERP admin
- IT manager
- Business analyst

## Tool

**Kind:** worksheet

**Mode:** editable

**Columns:**

#### ERP event

**Key:** event

**Type:** text

#### Source system

**Key:** source

**Type:** select

**Options:**

- ERP
- MES
- PLM
- WMS
- QMS
- CRM

#### Audience

**Key:** audience

**Type:** text

#### Channel

**Key:** channel

**Type:** select

**Options:**

- Email
- Teams
- Slack
- WhatsApp
- SMS
- In-app

#### Priority

**Key:** priority

**Type:** select

**Options:**

- Critical
- High
- Normal
- Digest

#### Timing

**Key:** timing

**Type:** select

**Options:**

- Immediate
- Batched hourly
- Daily digest
- Business hours only

#### Events per day

**Key:** per_day

**Type:** number

**Unit:** events

#### Recipients per event

**Key:** recipients

**Type:** number

#### Messages per month

**Key:** per_month

**Type:** number

**Expr:** per_day * recipients * 30

**Format:** integer

#### Owner

**Key:** owner

**Type:** text

**Rows:**

**Event:** Purchase order approval requested

**Source:** ERP

**Audience:** Department approver

**Channel:** Teams

**Priority:** High

**Timing:** Immediate

**Per day:** 25

**Recipients:** 1

**Owner:** Purchasing

**Event:** Shipment dispatched

**Source:** WMS

**Audience:** Customer contact

**Channel:** WhatsApp

**Priority:** Normal

**Timing:** Immediate

**Per day:** 60

**Recipients:** 1

**Owner:** Logistics

**Event:** Machine down alarm

**Source:** MES

**Audience:** Maintenance on call

**Channel:** Slack

**Priority:** Critical

**Timing:** Immediate

**Per day:** 4

**Recipients:** 3

**Owner:** Maintenance

**Event:** NCR opened

**Source:** QMS

**Audience:** Quality engineers

**Channel:** Email

**Priority:** Normal

**Timing:** Batched hourly

**Per day:** 8

**Recipients:** 4

**Owner:** Quality

**Event:** Overdue supplier delivery

**Source:** ERP

**Audience:** Buyer

**Channel:** Email

**Priority:** Normal

**Timing:** Daily digest

**Per day:** 15

**Recipients:** 1

**Owner:** Purchasing

**Event:** ECO released

**Source:** PLM

**Audience:** Production planners

**Channel:** Teams

**Priority:** High

**Timing:** Business hours only

**Per day:** 3

**Recipients:** 6

**Owner:** Engineering

**Totals:**

#### Total messages per month

**Key:** per_month

**Agg:** sum

**Format:** integer

#### Events defined

**Key:** event

**Agg:** count

**Format:** integer

**Summary:**

#### Average monthly messages per event type

**Key:** avg_month

**Expr:** sum_per_month / count

**Format:** integer

**Notes:** Filter the exported sheet by channel to size each integration. Critical events should have an acknowledgement and escalation path, which you can plan in the channel SLA and escalation worksheet.

## Content

**Intro:** Most notification projects start with a vague list of things people want to hear about. This worksheet turns it into a matrix of event, audience, channel, priority and timing so you can size volume and avoid alert fatigue before you build anything.

**Sections:**

#### How to use it

**Body:** List one row per distinct event, not per system. Name the real audience, such as department approver or maintenance on call, rather than everyone. Pick one primary channel and put a second channel in another row if you need a fallback. Enter an honest events per day figure from ERP logs or a transaction count, and the typical number of recipients. The sheet multiplies them by thirty to estimate monthly messages, which you can feed into a channel cost or rate limit estimate.

#### Choosing the channel

**Body:** Match urgency and audience to the medium. Critical operational alarms belong on a channel people watch during a shift, with acknowledgement. Approvals fit Teams or Slack where users already work. External parties such as customers or drivers are often best reached by WhatsApp or SMS, subject to consent. Informational items belong in a digest, not a stream of pings. If every row is critical and immediate, nothing is.

**Bullets:**

- Critical: real time with acknowledgement
- High: immediate during business hours
- Normal: batch hourly
- Digest: once a day

#### Reading the matrix

**Body:** Sort by messages per month to see which events dominate volume, then challenge those first. High volume low value events are candidates for digests or removal. Check each person's total load across rows. Look for events without an owner, because unowned alerts are the first to be ignored. Review the matrix quarterly after go-live and retire notifications nobody acts on.

**Cta:** Netray can build event-driven notifications from your ERP, MES and PLM into the channels your people actually use.

**Faq:**

#### How many notification types is too many?

**Answer:** There is no fixed number, but any person receiving more than a few actionable alerts an hour will start to ignore them. Use priority and batching to keep individuals below that.

#### Should every event go to every channel?

**Answer:** No. Duplicating alerts across channels multiplies noise. Choose one primary channel per audience and use a second only as a defined escalation or fallback.

#### How do I get events per day?

**Answer:** Count records created or status changes in the ERP over a representative month and divide by working days. A simple SQL count by date on the relevant table is enough.

#### Does this work for non-ERP systems?

**Answer:** Yes. The source column also covers MES, PLM, WMS, QMS and CRM, so you can plan one matrix for the whole plant.

## Search terms

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