System alerts

What are system alerts and notifications?

Staffwise provides multiple alerts and notifications that you, as an administrator, can receive to ensure you stay informed about essential matters that require your attention.

24 hour temporary admin account password reset notification

What is this notification for?

When creating an administration account in the system you can specify to create a Temporary user account. With this account you can determine if the password is automatically changed every 24 hours and for the new password to be emailed to a designated email address.

Where do I turn on this notification?

Go to Accounts > Administrations > Add new/Manage > Temporary user account. See Creating and managing Admin accounts for more details.

Can I add a custom email address for this notification?

Yes, you can specify a custom email address for this type of notification.

Interview booked notifications

What is this notification for?

This is an email to let you know when staff have booked themselves onto an email.

Where do I turn on this notification?

This notification is always on.

Can I add a custom email address for this notification?

No, the email address for this notification is the standard notification email specified in Settings > Messaging options > Email address for system notifications.

You can create rules in your email client to auto-forward to another inbox. See: Setting up email notification forwarding rules in your email client

Digital right to work check notifications

What is this notification for?

To receive notifications regarding the success or failure of a digital right-to-work check.

Where do I turn on this notification?

This notification is always on. 

Can I add a custom email address for this notification?

No, the email address for this notification is the standard notification email specified in Settings > Messaging options > Email address for system notifications.

You can create rules in your email client to auto-forward to another inbox. See: Setting up email notification forwarding rules in your email client

Passport expiry date notifications

What is this notification for?

To receive notifications for passport documents that are due to expire.

Where do I turn on this notification?

Go to Settings > Staff registration > Manage the registration form > edit > ID & Right to work > Manage. You can then turn this feature on here and specify how many weeks prior to expiry you would like to be notified:

Can I add a custom email address for this notification?

Yes, you can specify multiple custom email addresses for this type of notification. Click on the (manage emails) link to add up to 5 email addresses to be sent this notification.

Visa expiry date notifications

What is this notification for?

To receive notifications for visa documents that are due to expire.

Where do I turn on this notification?

Go to Settings > Staff registration > Manage the registration form > edit > ID & Right to work > Manage. You can then turn this feature on here and specify how many weeks prior to expiry you would like to be notified:

Can I add a custom email address for this notification?

Yes, you can specify multiple custom email addresses for this type of notification. Click on the (manage emails) link to add up to 5 email addresses to be sent this notification.

Change of staff details notifications

What is this notification for?

To receive notifications for staff that update their profiles with new information such as a new address or a new bank account.

Where do I turn on this notification?

• Go to Settings > Staff options
• Check the box for Send email when staff change their details
• Click on manage fields & emails to select the fields you wish to be notified about when updated by staff

Can I add a custom email address for this notification?

Yes, you can specify a custom email address for this type of notification.

Click on manage fields & emails to add the email address for this type of notification.

Custom qualifications expiry notifications

What is this notification for?

To receive notifications when a custom qualification is due to expire.

Where do I turn on this notification?

• Go to Settings > Manage the registration form > Edit > Training & Quals > Manage > Additional Training and Qualifications list > Edit
• When adding a custom item you can determine if you would like to be sent a notification 4 weeks prior to the expiry
  

Can I add a custom email address for this notification?

No, the email address for this notification is the standard notification email specified in Settings > Messaging options > Email address for system notifications.

You can create rules in your email client to auto-forward to another inbox. See: Setting up email notification forwarding rules in your email client

Message to staff bounce back notifications

What is this notification for?

To receive notifications for unsuccessful message deliveries to staff. 

Where do I turn on this notification?

This notification is always on.

Can I add a custom email address for this notification?

No, the email address for this notification is the standard notification email specified in Settings > Messaging options > Email address for system notifications.

You can create rules in your email client to auto-forward to another inbox. See: Setting up email notification forwarding rules in your email client

SMS out of credits notification

What is this notification for?

To receive notifications when you no longer have any SMS credits available.

Where do I turn on this notification?

This notification is always on.

Can I add a custom email address for this notification?

No, the email address for this notification is the standard notification email specified in Settings > Messaging options > Email address for system notifications.

You can create rules in your email client to auto-forward to another inbox. See: Setting up email notification forwarding rules in your email client

Late check-in notifications

What is this notification for?

To receive notifications if staff members have not checked into their shifts after a specified number of minutes past the start time.

Where do I turn on this notification?

You can turn these on via here on your dashboard:

Can I add a custom email address for this notification?

No, the email address for this notification is the standard notification email specified in Settings > Messaging options > Email address for system notifications.

You can create rules in your email client to auto-forward to another inbox. See: Setting up email notification forwarding rules in your email client

Staff query notifications

What is this notification for?

To receive notifications when staff submit a query. See: Submit a query

Where do I turn on this notification?

• Go to Settings > Queries
  

Can I add a custom email address for this notification?

Yes, you can specify a custom email address for this type of notification in Settings > Queries.

Automatic 6 month removal of rejected profiles notifications

What is this notification for?

To receive a profile removal notification for the automatic removal of staff that have been in the reject staff status for 6 months.

The email notification received is part of the data pseudonymisation process Staff profile deletion using data pseudonymisation. Note that you will only receive this deletion notification if the staff have a job history.

Where do I turn on this notification?

• Go to Settings > Staff options
• Tick Automatically remove rejected staff to turn this feature on

Can I add a custom email address for this notification?

No, the email address for this notification is the standard notification email specified in Settings > Messaging options > Email address for system notifications.

You can create rules in your email client to auto-forward to another inbox. See: Setting up email notification forwarding rules in your email client

Automatic 6 month removal of incomplete profiles notifications

What is this notification for?

To receive a profile removal notification for the automatic removal of staff that have been in the incomplete staff status for 6 months.

The email notification received is part of the data pseudonymisation process Staff profile deletion using data pseudonymisation. Note that you will only receive this deletion notification if the staff have a job history.

Where do I turn on this notification?

• Go to Settings > Staff options
• Tick Automatically remove incomplete staff to turn this feature on

Can I add a custom email address for this notification?

No, the email address for this notification is the standard notification email specified in Settings > Messaging options > Email address for system notifications.

You can create rules in your email client to auto-forward to another inbox. See: Setting up email notification forwarding rules in your email client

Client CRM reminder notifications

What is this notification for?

To receive notifications for notes added to the Clients section.

Where do I turn on this notification?

See Clients > Notes & reminders for setting up automatic client reminders.

Can I add a custom email address for this notification?

No, the email address for this notification is the standard notification email specified in Settings > Messaging options > Email address for system notifications.

You can create rules in your email client to auto-forward to another inbox. See: Setting up email notification forwarding rules in your email client

Setting up email notification forwarding rules in your email client

Even though certain automatic notifications mentioned above cannot be specifically sent to a dedicated email address, you have the option to create custom rules within your email client. By utilizing the subject line of the email, and even the body copy, you can establish these rules to filter and organize the notifications according to your preferences. This way, you can still manage and prioritize the notifications effectively within your email system.

To create a rule in Outlook using the subject line as a criterion, follow these steps:

1. Open Outlook: Launch the Outlook application on your computer.

2. Go to Rules: Navigate to the "File" tab at the top-left corner of the Outlook window. Click on "Info" from the menu on the left, and then click on "Manage Rules & Alerts."

3. Click on "New Rule": In the "Rules and Alerts" dialog box, click on "New Rule."

4. Start from a Blank Rule: Select "Apply rule on messages I receive" and click "Next."

5. Set Conditions: Scroll down and check the box next to "with specific words in the subject."

6. Specify Words: Click on the underlined "specific words" in the Rule Description section. In the "Search Text" dialog box, type the word or phrase that appears in the subject line of the notifications you want to filter. Click "Add" after typing each word or phrase. Once you've added all relevant words or phrases, click "OK."

7. Define Actions: Click on "Next" after setting up the condition. Here you can choose what action to take with the messages that meet the condition. You might want to select "Move it to the specified folder" to move these messages to a specific folder, or "Display in the New Item Alert Window" to make them stand out more prominently.

8. Finish Rule Setup: Follow the prompts to complete the setup of your rule, including specifying any exceptions if necessary.

9. Name and Save the Rule: Give your rule a descriptive name and click "Finish" to save it.

10. Test the Rule: After creating the rule, you can test it by sending yourself an email that meets the conditions specified in the rule. Ensure that the email is processed according to your expectations.

By following these steps, you can create a rule in Outlook that filters emails based on specific words in the subject line, allowing you to manage notifications effectively.

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