Enable notifications

Notifications do not need to be switched on: they are sent automatically when a user holds a role on an action. What you have to do is make sure the person is a user and holds a role.

1. The person must exist in the project

Add the profile under the People menu of the project.

2. The person must be a user with a role

Assign them a project permission and a role other than “na” in the Permissions menu — see Set permissions.

3. The user must hold a role on the actions

Associate the user, or a safety role, with the actions as Manager, Observer or Assignee. Everyone registered as a recipient is considered a Recipient.

You can also assign roles on a single action instead of a whole area — for example, making someone the manager of the “Emergency plans” procedure at one office only. That is done in the action details: see Manage an action.

Caution

Notifications follow the functional role on the action — Training observer, for example — and not the general role in the project, such as Office manager. Being an administrator does not make notifications arrive.

Note

Everyone assigned as Recipient, Manager, Assignee or Observer of an action receives notifications according to the default settings. No further

To receive a periodic summary instead of single messages, see Configure the digest. configuration is needed to make them work — customising them is optional.

Customise when they arrive

Customising notifications is optional, and is a project-specific setting: each project can define its own rules. It only affects how notifications are received, never whether they are sent.

They are configured from Administration → Configuration → Notifications.

Parameter	What it does
Section	The area the notification concerns: PPE, training, appointments, maintenance, procedures, health surveillance.
Event	Based on the expiry date of the latest valid record, or on the date of the next scheduled session.
Role	The user’s role on the action: Manager, Observer, Assignee, Recipient. Everyone registered is considered a Recipient.
Interval	The time range used for the calculation.
New	Includes records with status “New”, treating them as activities to regularise. Only available when the “Expiry” event is selected.
When	A lead or delay time, in days, relative to the interval.

Note

Preferences are set per project and per office. The same user can therefore receive notifications on a different schedule in two projects.