# Participant Check-in Notifications

Source: https://docs.astalty.com.au/guide/notifications/participant-check-in-notifications

> Get alerted before a Participant check-in is due, or once it becomes overdue.

Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes.

## 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](https://app.astalty.com.au/notifications) from the main menu and select **Check-ins** under the **Participants** group, or go straight to [Participant Check-in Notifications](https://app.astalty.com.au/notifications/checkins).

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

> **Participants need a check-in period**
>
> These notifications only go out for Participants who have a check-in period set. If a Participant's check-in period is [cleared by setting it to **Not set**](https://docs.astalty.com.au/guide/participants/participant-check-in#clearing-a-check-in-period), they are skipped by check-in notifications.

## Creating a Participant Check-in Notification

Click **Create Notification** to start.

![The Check-in Notifications page with no notifications created yet, and an arrow pointing to the Create Notification button.](https://docs.astalty.com.au/assets/check-in-create-button.png)

### 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.

![The Create Check-in Notification drawer with Period set to 7 and the Period unit list open, showing on the day, days before, weeks before and days overdue, with days before selected.](https://docs.astalty.com.au/assets/check-in-notification-periods.png)

### 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.

![The Notification email content editor with a formatting toolbar and example text saying a Participant Record is expiring soon and asking the reader to create a task.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-5.49.07-pm.png)

![The Create Check-in Notification drawer with Period set to 7 days before, and the empty Notification email content editor highlighted above the Notification recipients section.](https://docs.astalty.com.au/assets/check-in-notification-content.png)

### 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](https://docs.astalty.com.au/guide/settings/users-settings/user-groups). The **All Users** and **Support Worker** groups aren't offered.

#### Users

Notifies individual users directly.

![The Notification recipients section with Primary Coordinator and Service Coordinator ticked, the NSW Team user group selected, and the Users list open with a search box and users such as John Smith, Sally Jones and Jack Brown.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-6.39.00-pm.png)

### Notification Methods

#### Within Astalty

Recipients get an in-app notification. Ticked by default.

#### Email

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.

## Video Walkthrough

Video walkthrough: participant check in notifications.