Automatic notifications
- Victor Macko
Throughout the system are a number of notifications (either via email, SMS or both) to assist with minimising your workload and ensuring your staff & volunteers remain as informed as possible with additions & changes which might happen, along with also being updated with upcoming events, etc.
The system also takes a proactive approach in ensuring staff are reminded and informed of upcoming actions which are required (eg. renewal of skills and qualifications), so future problems are minimised or eliminated wherever possible.
Below is a summary of notifications the system sends out, along with how they can be configured where possible.
| Name | Description | Frequency | Configurable |
|---|---|---|---|
People | |||
Details changed | When a persons details (i.e. personal details, contact details, emergency contact details, etc) change, a message will be sent to the people specified in the 'Configuration' page | As details are changed | Yes, recipients are specified, by group |
| Qualification details changed | When a skill/qualification is added to someones records, the people specified in the configuration page (as those to receive notifications when peoples details change) | As details are added | Yes, recipients are specified, by group |
Qualification expiry (& reminders) | As a skill/qualification comes up to it's expiry date, a reminder is sent to the person associated with it to remind them it needs to be renewed |
| Yes, on/off both;
|
| Password reset/changed | When someone requests a new password be sent to them (either by an admin or via the 'I forgot my password' link on the login screen), or when someone changes their password, an email will sent with the new password (if it's reset), or in the form of a notification indicating that their password has been changed. | Immediately | No |
| Not logged in for a while | When someone is setup on the system and hasn't logged in for a while, a reminder is sent out to encourage users to continue using the system |
| Yes, on/off by group |
| Update information | People are emailed reminding them to update their information (including a summary of their details & skill/qualifications which they have) | Annually, from the date joined or the first time they logged in | Yes, on/off by group |
| Return from leave | When someone is due to return from leave, a reminder is sent for managers to make any changes/preparations as required. This is sent to the people specified in the configuration page (as those to receive notifications when peoples details change) |
| Yes, recipients are specified, by group |
| Expenses declined | When an expense claim has been declined, the person associated with the claim will be notified to let them know. | 5 mins after it was declined | No |
Events | |||
| On creation - to staff/volunteers | Users can indicate they would like to be notified about new events when they're added. | As events are added | Yes, on/off by individual users;
Default setting for user-preferences can be set in the configuration page |
| On creation to client | When events are added which have been associated with a client, the client will receive a notification with a brief set of event details and a thank-you note for their booking. | As events are added | Yes, on/off by group the event is allocated to |
| Find staff/ volunteers | Prior to your events starting, the system will automatically attempt to find staff (based on their availabilities, skills & qualifications, and distance to the event) to fill any understaffed events. Staff/volunteers are directed to submit an expression of interest to attend the event. | Configurable | Yes, on/off, and how far from the event requests should be sent |
| Accommodation changes | When accommodation is assigned or updated to rostered people, they will be notified with details of the accommodation arrangements | As changes are made | Yes, on/off at the time changes are made |
| Weekly update/ newsletter | Each week the system sends out a list of next 25 upcoming events (within the next 2 months) which are understaffed or have no staffing limits to active staff/volunteers. Included is also a list of upcoming events the recipient of the email has been rostered to attend. Events can be setup so they're included in weekly emails (which in-turn triggers the email to be sent, regardless of if the user has opted out of receiving it on a weekly basis). | Once per week, every Monday | Yes, by;
|
| Details changed | When event information is updated which might affect someone rostered (eg. the start/end times, the location, details, etc), the system notifies those whom are rostered | Immediately | Yes;
|
Event Rosters | |||
| Tentative reminder | When someone has been rostered tentatively (eg. the person has indicated they'll confirm they're able to attend), the system will send them a reminder every X days (eg. 2 weeks) prior to the event as a reminder they need to check their diary & confirm their attendance. | No. of days configurable (site-wide) | Yes;
|
| Details changed | When roster information is updated which might affect someone rostered (eg. the start/end times, the position they're assigned to, etc), the system notifies those people whose rosters have been updated | Immediately | Yes;
|
| Roster reminder - 1 week prior | When a person is rostered to an event, the week before the person is scheduled to attend the event, the system will send a reminder with a summary of the event details. This may also be via SMS if the still marked as "Tentative" on the roster, to minimise the time taken to respond with confirmation | 5 days prior | Yes;
|
| Roster reminder - 1 day prior | When a person is rostered to an event, the day before the person is scheduled to attend the event, the system will send a reminder with a summary of the event details, along with other information such as the rostered people, and weather forecasted for the day. | 1 day prior | Yes;
|
| Sign-in/out reminder | With a person is rostered to an event and hasn't yet signed in or out, the system sends them a reminder to do-so. | Configurable, X mins before/after the rostered start/end time | Yes, on/off by group and when to send |
| Sign-in/out not-completed alert | When a person whom has been rostered hasn't signed in or out by the time the alert should be raised, the system sends an alert to the people specified whom should receive event & roster notifications (in the configuration area) | Configurable, X mins before/after the rostered start/end time | Yes, on/off by group and when to send |
| Person cannot attend | When a person whom has been rostered cannot attend an event & withdraw themselves (when enabled), the system will notify the 'event & roster notification recipients' specified in the configuration page | Immediately | Yes, recipients can be changed |
| Expression of interest submitted | When a person submits an expression of interest to attend an event, the system will notify the 'event & roster notification recipients' specified in the configuration page | Immediately | Yes, recipients can be changed |
| Expression of interest withdrawn | When an expression of interest a person submits is then withdrawn (eg. if the person then finds out they're not able to attend the event), the system will notify the 'event & roster notification recipients' specified in the configuration page | Immediately | Yes, recipients can be changed |
| Expression of interest declined | When an expression of interest a person submits has been declined, they will be notified | Immediately | Yes, via 'changes to rosters' setting;
|
| Post-event-report / confirm hours | The day after a person is scheduled to attend an event, the system will send a reminder for them to confirm their hours (or submit the post-event-report if they are marked as the person in charge of the event). |
| Yes;
|
| Changes to hours worked / allowances / etc | When details such as the rostered or actual times worked are changed after the event is finished, the system can be setup to automatically notify the person rostered that the information originally entered for the hours they've worked were subsequently changed. eg. if they were corrected, or allowances added/subtracted, etc. | Immediately | Yes;
|
General | |||
| Action items | When an action item is created, updated, or completed, an email is sent to the person assigned (and the person previously assigned if the assignee is updated) | As details are changed | No |
| Action item reminders | As an action-item is coming up to it's due date (or past it's due date) and not yet completed, a reminder to the assignee is sent | Prior - 1 day and 5 days before After - once per week thereafter | No |