Alerts and Messages

The new Alerts feature was originally developed for our federal partners, whose staff regularly work in remote areas such as forests, deserts, and wilderness. These employees update their status using specific status codes, some of which require a return time. The feature sends alerts when an employee fails to return by their expected return time, ensuring managers and supervisors are notified if someone is overdue. On the Status Board, any user who is past due will show the Return Time in red.

The steps below will outline everything needed to set up Alerts.

Status Codes:

You can choose any status code(s) to set up as “Return Time Required.” That means, when a user selects that status code, they will need to put in a Return Date and Return Time.  An example might be a code that reads: “Out in the Field.” Managers and Supervisors would definitely want to know if a user went “Out in the Field,” and did not return at their expected return time. This is the first step in getting past due alerts set up. All steps below need to be completed for past due alerts to be sent out properly. 

1. Click on Settings, then click on User Status Codes. 
2. Select the Status Code that you want to send alerts if a user does not return on time, by clicking the blue name link. 
3. Click the drop-down box on Return Time Required, select Yes, then click Save. You can make any code require a return time.

User Alert Settings:

1. In order to receive alerts, each user must go into their Profile, and update their Alert Settings, so that they receive alerts.
2. Click on Home, then click your blue name link. 
3. Click the Alert Settings button. If not already enabled, you can choose to receive alerts by email, text, or both by clicking the boxes. You will only need to do this one time, and it will stay enabled until you update it again. 
4. Note: Users that are in danger of being past due receive a reminder alert before their return time occurs.

User Setup:

Employees must have both a Manager and Second-Level Manager selected in their user profile. These are the individuals who will receive alerts if an employee is overdue.

1. To add or update your Managers, click Home, then click your blue name link. 
2. Then click Edit Profile. 
3. Select a user from the list for both Manager and Second Level Manager. Then click Save. These selections will remain until the user updates them.

ADMINS Configuring Alert Settings:

Admins can access the Alerts settings through the “Application Alerts” menu in the Settings area. Only Admins can modify these settings. This will set the timing for each of the alerts. Once set, these alerts apply to all users.

1. Admins will need to select Yes on the “Enable Return Time Past Due Alerts” field. They will then update the alert timing.
2. A reminder alert is sent to the USER 15 – 180 minutes before their return time. (15 min is the most common.)
3. If the user does not update their status by their return time, an alert is sent to the MANAGER 15 – 180 minutes after the past due time. (30 min is the most common.)
4. If the status remains unchanged, a second alert is sent to the Second-Level Manager 15 – 180 minutes after the return time. (1 hour is the most common.)
5. These time intervals are fully customizable, allowing organizations to set their own preferences.

To update your Alert Settings, you will need to opt in. 

1. From the Home tab, click your blue name link. 
2. Then click Alert Settings. You can choose email and/or text message. Check one or both boxes. 
3. For text message, click the blue activate text messaging link. 
4. Enter in your 10-digit phone number (including area code) with no dashes or spaces. 
5. Click the Activate Text Messaging button. You will then receive a verification code on your phone. 
6. Enter that code in the box and click Save. 
7. Simply uncheck any Enabled box on the Alert Settings window to turn OFF alerts. 

Mobile alerts/messages are one-way only. They are notifications, and you cannot respond to them. You will need to create a new message in the Messages area to respond.