I have created birthday event and there is role employee in my system and as of now it sending email to all the employees, I want to understand how this work and if I want to send the mail to some people how I can configure that?
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In ERPNext, Calendar Event emails (like birthdays) are triggered automatically based on system logic — especially for Employee-related events. That’s why emails are going to all employees by default.
If you want to control recipients:
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Participants-based control
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Add only specific users in the Participants section of the event.
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Emails/reminders will be sent only to those users.
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Disable automatic behavior (if needed)
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If this is coming from Employee Birthday auto-events, the system generates them for all employees.
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In that case, you may need to stop using the default auto-event and create manual events instead.
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Use Email Notification (recommended for control)
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Go to Email Notification
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Set conditions (e.g., specific employees, departments, roles)
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Define exactly who should receive emails
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Advanced (custom logic)
- If you need dynamic control (like filtering employees), a small server-side or client-side customization may be required
Thanks @Rahul2690 for your response. In my case, it is not the employee birthday. In our system we have created a custom role as a Dealer, we need to send email to only that Dealer. But in our case it’s sending to all the system users.
Also I have Participants in the event and that’s set to Employee who have created this Dealer.
Above is the screenshot.
Could you please share the full Notification configuration screenshots along with the notification/server script code if any customization is added?
Please also share:
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Recipient configuration section
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Condition section
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Event Participants configuration
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Email Queue screenshot (if available)
This will help us trace from where the recipients are being picked and identify why emails are going to all users instead of only the selected participant/dealer.