ERP Notification Matrix Worksheet for Email, Teams, Slack and WhatsApp
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.
| ERP event | Source system | Audience | Channel | Priority | Timing | Events per day (events) | Recipients per event | Messages per month | Owner | |
|---|---|---|---|---|---|---|---|---|---|---|
750 | ||||||||||
1,800 | ||||||||||
360 | ||||||||||
960 | ||||||||||
450 | ||||||||||
540 |
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.
Turn the matrix into working alerts
Optional: send us the completed sheet and we will tell you which rows are straightforward to automate.
Optional. The tool and every export work without this. No spam.
How to use it
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
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.
- Critical: real time with acknowledgement
- High: immediate during business hours
- Normal: batch hourly
- Digest: once a day
Reading the matrix
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.
Frequently Asked Questions
How many notification types is too many?
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?
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?
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?
Yes. The source column also covers MES, PLM, WMS, QMS and CRM, so you can plan one matrix for the whole plant.
Netray can build event-driven notifications from your ERP, MES and PLM into the channels your people actually use.
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