Incident Summary: Excessive Notification Emails
Resolved: May 8, 2026 – 10:30 AM EST
What Happened
Riva Booking automatically includes meeting location details (e.g., Zoom or Microsoft Teams links) when scheduling meetings. This functionality depends on an active integration token, which must be reauthorized if it expires.
A recent update introduced proactive notifications to alert users when their integration token expires. Due to a flaw in the scheduled notification process, failed integration refresh attempts triggered repeated email notifications without appropriate rate limiting.
Impact
A small subset of users with expired integration tokens received an excessive number of email notifications in rapid succession.
No other platform functionality was impacted.
Current Status
The issue has been fully resolved, and monitoring confirms that notification behavior has returned to normal.
Users with expired tokens will now receive a single email prompting them to log in to the portal and refresh their connection.
Root Cause
A defect in the scheduled notification job caused repeated triggering of email alerts when integration refresh attempts failed. The system lacked sufficient safeguards to prevent duplicate or high-frequency notifications.
Resolution
A fix was deployed to correct the notification logic and stop repeated email sends. Additional safeguards were implemented to ensure notifications are sent only once per relevant event.
What We’re Doing
- Implemented rate limiting to prevent excessive notification emails
- Added safeguards to ensure notification events are not duplicated
- Introduced enhanced monitoring for abnormal email volume
- Reviewing and improving notification logic for clarity and reliability
Timeline
May 7, 2026 – 11:40 AM EST
Issue reported: A client experienced a high volume of error notifications related to failed integration refresh attempts (e.g., Zoom).
Investigation initiated.
“Riva Portal Integration Connection Error: There was an error refreshing your integration connection(s): Zoom. Your integration may require re-authentication.”
May 7, 2026 – 5:40 PM EST
Root cause identified. The Riva team confirmed that failed integration refresh attempts were triggering email notifications every minute due to a scheduling logic issue.
Work began on a hotfix.
May 8, 2026 – 9:20 AM EST
Fix deployed. Notification logic updated to prevent repeated email alerts.
May 8, 2026 – 10:30 AM EST
Post-deployment validation completed. Monitoring confirmed that excessive notifications had stopped.
Customer Action
No action is required beyond re-authenticating any expired integrations.