Overdue Note Notifications

Overview

Overdue Note notifications alert your team when a Participant still has no note on a support or task after a set number of days. Use them so coordinators can follow up on gaps without manually checking reports.

This is different from the Missing Support Notes Reminder, which sends a push notification to Support Workers every Monday for missing support notes. Overdue Note notifications are aimed at coordinators and staff (in Astalty and/or by email).

By default, Admins can create and manage these notifications. Managers can see the Overdue Note list, but creating, editing, cloning, or deleting a notification needs the Overdue Note notification permissions (or an Admin).

Finding the notification

1. Go to Notifications in the main menu.
2. Search for overdue, or open the Participants group.
3. Select Overdue Note.

Creating an Overdue Note notification

On the Overdue Note page, click Create Notification.

Days without a note

Enter how many Days should pass before Astalty alerts you.

Each day, Astalty looks at supports and tasks from exactly that many days ago (in your organisation's timezone) that still have no notes:

• Support notes — completed supports (clocked in and clocked out) from that day with no support notes (and no notes on the related group support, if any).
• Task notes — incomplete tasks dated that day (using the task's own date) that still have no notes.

For example, with 14 days, a support that was clocked out 14 days ago and still has no note will trigger the alert.

Note type

Choose which notes to monitor:

• Support Notes — support notes only
• Task Notes — task notes only
• All Notes — both support and task notes

Notification email content

Optional. If you send email notifications, this rich-text content is added to the email body (for example, steps the recipient should take when they follow up).

Notification recipients

Select at least one of:

• Primary Coordinator — the Participant's primary coordinator
• Service Coordinator — service coordinators on the Participant's current plan
• User Groups — one or more staff User Groups
• Users — specific team members

Notification methods

• Within Astalty — in-app notification
• Email — email to each recipient

You can enable either or both.

Include archived Participants

Turn this on if you also want alerts for supports and tasks belonging to archived Participants. Off by default.

When you are ready, click Add Notification (or Update Notification if you are editing an existing one).

Managing notifications

You can create more than one Overdue Note notification (for example one for support notes at 7 days and another for task notes at 14 days).

From the Overdue Note list, use the actions menu on a notification to:

• Edit — change the threshold, note type, recipients, methods, or other options
• Clone — start a new notification from an existing one
• Delete — available when editing an existing notification

What recipients see

In Astalty

The in-app notification is titled Overdue Note. The message names the Participant and summarises how many notes are missing after the configured number of days. The action link depends on the note type that triggered the alert:

• Support Notes — the Participant's supports filtered to those without notes
• Task Notes — the Participant's tasks filtered to those without notes
• All Notes — the Participant's notes

Email

The email subject names the Participant and how many notes are missing. The body lists each overdue item with its date — for example a task name and date, or a support date and time — with a link to open it, plus any custom content you configured, and a View Participant button.

Deactivated users are not included as recipients, even if they are in a selected user group.

Tips

• Pair this with the Missing Support Notes Reminder if you also want Support Workers reminded in the app about their own missing support notes.