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- Participant Check-in Notifications
Participant Check-in Notifications
Overview
Participant Check-in Notifications alert your team before a Participant's check-in is due, on the day it is due, or once it is overdue.
To manage them, open Notifications from the main menu and select Check-ins under the Participants group, or go straight to Participant Check-in Notifications.
Only Admins can manage these notifications. This can't be changed per user.
Creating a Participant Check-in Notification
Click Create Notification to start.
Setting the Notification Timing
Set the Period and choose a unit:
| Unit | Sent |
|---|---|
| on the day | On the day the check-in is due. The Period number is ignored. |
| days before | The set number of days before the check-in is due. |
| weeks before | The set number of weeks before the check-in is due. |
| days overdue | The set number of days after the check-in became due, if no check-in has been recorded since. |
The default is 7 days before. After a check-in is recorded, Astalty counts the next due date from that check-in. If the Participant has never had a check-in, Astalty counts the first due date from when their current check-in period was set. This means each before, on-the-day or overdue notification is sent once when its timing is reached. If no period start is available for an older record, Astalty counts from when the Participant was created.
Notification Email Content
Add optional instructions or context to the email when Email is a delivery method. For example, include your organisation's usual next step when a Participant is due for a check-in.
Notification Recipients
Select at least one recipient.
Primary Coordinator
Notifies the Participant's Primary Coordinator. Ticked by default.
Service Coordinator
Notifies the Service Coordinator of each Service on the Participant's current plan. Ticked by default.
User Groups
Notifies everyone in the selected User Groups. The All Users and Support Worker groups aren't offered.
Users
Notifies individual users directly.
Notification Methods
Within Astalty
Recipients get an in-app notification. Ticked by default.
Recipients get an email. Ticked by default.
Finalising Your Notification
Click Add Notification to save it.
Multiple Notifications
You can add several check-in notifications with different timings and recipients, for example one 3 days before a check-in is due and another 2 days overdue. Use the actions menu on a notification to Edit, Clone or Delete it.
When Notifications Are Sent
- Astalty checks once a day at 8:30am Brisbane time (AEST).
- Archived Participants are skipped.
- Deactivated users are skipped, and a user who qualifies more than once gets one notification.
- The notification is titled Checkin Notification, and the email subject is Checkin Notification for followed by the Participant's name.