Participant Record Notifications

Overview

Create Participant Record Notifications to remind selected people before, on or after a Participant Record's expiry date.

To manage Participant Record Notifications, open Notifications from the main menu and select Participant Records under the Participants group.

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

Astalty checks once a day at 9am Brisbane time (AEST) and sends a notification for each record whose expiry date matches your timing. Archived records are skipped.

Creating a Participant Record Notification

Click Create Notification to start.

Setting the Notification Timing

Set the Period and choose a unit to decide when you would like to be notified about records expiring. The default is 7 days before. The following timing options are available:

on the day - notifies you on the day the record expires. The Period number is not used for this option.
days before - notifies you the entered number of days before the expiry date.
weeks before - notifies you the entered number of weeks before the expiry date.
days after - notifies you the entered number of days after the expiry date (an overdue reminder).
weeks after - notifies you the entered number of weeks after the expiry date (an overdue reminder).

The days after and weeks after options are overdue reminders. They let you chase up records that have already expired, alongside your on the day and before reminders.

When you set up several reminders, the reminders sent on or before the expiry date (on the day, days before and weeks before) are listed first, and the overdue reminders (days after and weeks after) always appear after them.

Selecting the Record Types

By default, a notification covers every record type. To limit it to specific record types, turn off Applies to all record types, then pick one or more types under Record types. At least one type is required once the switch is off.

Including Archived Participants

Under Participants, turn on Include archived participants to also be notified about records held by archived Participants. It is off by default, so archived Participants are skipped.

Notification Email Content

Add optional instructions for what recipients should do when a Participant Record is expiring. This content appears in the email.

Notification Recipients

Select at least one recipient.

Primary Coordinator

Tick this option if you would like to notify the Participant's Primary Coordinator. Ticked by default.

Service Coordinator

Tick this option to notify the Service Coordinator of each Service on the Participant's current plan. Not ticked by default.

User Groups

Select one or more User Groups. All Users and Support Worker are not available for this notification.

Users

Select individual users who should receive the notification.

Notification Methods

Within Astalty

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

Email

Recipients get an email. Ticked by default.

Deactivated users are skipped, and a user who qualifies more than once gets one notification.

Finalising Your Notification

Click Add Notification to save it.

Multiple Notifications

You can add several Participant Record Notifications with different timings, record types and recipients. Use the actions menu on a notification to Edit, Clone or Delete it.

For example, you may want to send a notification 1 week before a Record is expiring, and another one 3 days after it expires to chase up any Records that still haven't been renewed. In the notification list these appear in order, with the 1-week-before reminder first and the 3-days-after (overdue) reminder after it.

Here is a video overview of the Participant Records in action