Activities Ending Soon Notifications

Overview

The Activities Ending Soon notification alerts your team a set number of weeks before a recurring activity reaches its end date.

Activities group shifts under a shared program, such as a day service, a group outing or a term of sessions. A recurring activity repeats until the date set in Repeat this Activity until. This notification gives you warning while there is still time to extend the activity or plan what replaces it.

Only Admins can manage these notifications. This can't be changed per user.

Setting Up the Notification

1. Go to Notifications from the left-hand menu.
2. Under the Activities group, select Activities Ending Soon.
3. Click Create Notification.
4. Under Notification timeframe, set how many Weeks ahead of the end date the alert should be sent. The default is 1 week.
5. Under Notification recipients, add the User Groups or individual Users who should be told. You need at least one recipient. The All Users and Support Worker groups aren't offered.
6. Under Notification methods, choose Within Astalty, Email, or both. Both are ticked by default.
7. Click Add Notification to save.

Managing the Notification

Use the actions menu on a notification to Edit, Clone or Delete it. You can add several notifications, for example one 4 weeks ahead for planning and another 1 week ahead as a final check.

Things to keep in mind

• Only recurring activities with an end date trigger this. The alert is driven by the activity's recurrence, so a one-off activity never fires it.
• Astalty checks once a day at 9am Brisbane time (AEST). The alert is sent once, on the day that is exactly your chosen number of weeks before the recurrence end date. It is not repeated on later days.
• The timing is measured from the activity's recurrence end date, not from the last shift scheduled against it.
• If you extend an activity after the alert has been sent, you are alerted again when the new end date comes within range.
• Extending an activity is done on the activity itself. See Activities.
• Deactivated users are skipped, even if they are in a selected group.