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

Shift decline

What is this notification for?

To receive notifications for staff who have requested to decline a shift in their Staffarea > Booked jobs

Staff will also add the reason for their shift decline request:

The email notifcation received by admin will look like this:

Where do I turn on this notification?

To allow staff to request to decline their shifts from their staffarea you must go to the Job Overiew > Shift settings and options > Allow staff to request to decline their booked shifts

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

Worked Shift Reminders

Worked Shift Reminders allow you to automatically identify staff who have not completed the required number of shifts within a defined rolling period and notify the relevant people before that period expires.

This is particularly useful where you need staff to work regularly in order to remain active, compliant, experienced or engaged within your workforce.

Rather than manually reviewing when hundreds or thousands of staff last worked, WiseOS can continuously monitor this for you and automatically send reminders when action may be required.

Why use Worked Shift Reminders?

For large or flexible workforces, simply having someone registered as Active does not necessarily mean they are genuinely active.

You may have staff who:

• Have not worked for several weeks or months.

• Are gradually becoming disengaged from your workforce.

• Need to complete shifts regularly to maintain their active status.

• Need ongoing practical experience to remain suitable for certain roles.

• Are approaching an internal inactivity threshold.

• May need to be contacted, reviewed or moved to another staff status.

• Need to work periodically to satisfy your own operational or workforce policies.

Worked Shift Reminders provide an automated way of identifying these people before they reach the end of the period you have defined.

For example, you could create a rule stating:

Active staff must complete at least 1 shift within every 90-day rolling period.

WiseOS can then send reminders, for example, 30 days and 14 days before the end of that period if the required shift has still not been completed.

This gives your team time to take action rather than discovering inactive workers after the fact.

A rolling view of workforce activity

Worked Shift Reminders operate across a rolling time period.

This is important because workforce activity does not naturally fit into fixed calendar periods.

For example, if your rule is:

1 completed shift within 90 days

WiseOS continually assesses whether the selected staff have satisfied that requirement within the relevant rolling period.

This creates an ongoing workforce activity control rather than requiring administrators to periodically run reports and manually identify inactive staff.

Creating a Worked Shift Reminder

Navigate to:

Settings > Shift Options > Worked Shift Reminders > Add

You can then configure the following options.

Reminder name

Give the reminder a clear internal name so administrators can easily understand its purpose.

For example:

90-Day Active Staff Reminder

or:

Hospitality Staff – 60-Day Activity Requirement

Staff in the following staff statuses

Choose which staff statuses the rule should apply to.

For example, you may only want to monitor staff currently classified as:

Active

This prevents the system from monitoring people who are already inactive, archived or at another stage of your workforce process.

And/or in the following staff tags

You can further target the reminder using staff tags.

This allows different activity requirements to be created for different groups within your workforce.

For example, you might have separate requirements for:

• Bar staff

• Hospitality staff

• Security staff

• Supervisors

• Brand ambassadors

• Specialist or accredited workers

• Staff belonging to a particular client or operational team

Combining staff statuses and staff tags gives you much greater control over exactly which workers are monitored.

Define the shift requirement

Next, specify how frequently the selected staff must work.

For example:

Must work 1 shift within 90 days.

You could equally configure:

Must work 2 shifts within 60 days.

The appropriate requirement will depend on your own operational policies.

The system can then identify staff who have not yet completed the required number of shifts within that period.

Set your reminder points

You can specify two points before the end of the period at which reminders should be generated.

For example:

30 days and 14 days before the end of the period.

This creates an escalation process.

The first reminder provides an early warning that the worker has not yet satisfied the requirement.

The second provides a further warning as they get closer to the end of the defined period.

This gives your operational team time to contact the worker, encourage availability, offer suitable work or take whatever action is appropriate under your own workforce processes.

Choose who receives the reminder

Reminders can be sent to multiple email addresses.

You can use system variables such as:

[[booking_email]]

alongside additional specified email addresses.

This means notifications can be directed to the people responsible for managing that workforce, rather than relying on someone centrally monitoring activity.

For example, reminders could be sent to:

• The relevant booking or operational team.

• Workforce managers.

• Compliance teams.

• Regional managers.

• Other designated internal contacts.

Customise the reminder email

You can configure both the Reminder subject and Reminder copy.

The reminder content can include dynamic information such as:

[[days]] – the number of days associated with the notification.

[[reminder_name]] – the name of the Worked Shift Reminder.

[[staff_list]] – the staff who have not yet completed the required number of shifts.

For example:

This is a [[days]] day notification for the worked shift reminder [[reminder_name]].

The following staff are yet to complete a shift within this rolling time period:

[[staff_list]]

This gives the recipient an actionable list of the people who currently require attention.

Example: maintaining an active workforce

Imagine you have 5,000 people classified as Active, but you want anyone carrying that status to have completed at least one shift every three months.

Without automation, someone would periodically need to analyse your workforce, determine when each person last worked, identify those approaching 90 days and decide who needs attention.

With Worked Shift Reminders, you could configure:

Staff status: Active
Requirement: 1 completed shift
Period: 90 days
First reminder: 30 days before the end of the period
Second reminder: 14 days before the end of the period

WiseOS can then continuously identify the staff who have not satisfied that requirement and notify the appropriate team.

Your team can concentrate on taking action, rather than continually searching for the people who require action.

More than an inactivity report

The key difference between a Worked Shift Reminder and simply looking at a report showing someone's last worked date is that the reminder is proactive.

Instead of asking:

"Who hasn't worked recently?"

you can define the operational rule once:

"These staff should complete this many shifts within this period."

WiseOS then monitors the requirement and highlights the exceptions.

For large-scale workforce operations, this can help turn workforce activity from something that is periodically reviewed into something that is continuously managed by exception.

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.