# Participant Record Notifications Source: https://docs.astalty.com.au/guide/notifications/participant-record-notifications > Stay ahead of Participant record expirations with automatic alerts that protect audit compliance. Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes. ## Overview Create Participant Record Notifications to remind selected people before, on or after a Participant Record's expiry date. To manage [Participant Record Notifications](https://app.astalty.com.au/notifications/participant-records), open [Notifications](https://app.astalty.com.au/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. ![The Participant Record Notifications page with no notifications created yet, and an arrow pointing to the highlighted Create Notification button.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-5.37.14-pm.png) ### 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. ![The Create Participant Record Notification drawer with Period set to 7 highlighted, and the Period unit list open and highlighted, showing on the day, days before, weeks before, days after and weeks after.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-5.43.18-pm.png) > **Expired record wording** > > When a reminder is sent **after** the expiry date, the email subject is **Expired Participant Record for** followed by the Participant's name, and the message explains how long ago the record expired. Reminders sent on or before the expiry date use the subject **Participant Record Notification for** followed by the Participant's name. ### How reminders are ordered 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. ![The Record types section with This notification applies to all Record Types unticked, and the Record Types list open with a search box and types such as Consent Form and Service Agreement.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-5.47.00-pm.png) ### 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. ![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) ### 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](https://docs.astalty.com.au/guide/settings/users-settings/user-groups). **All Users** and **Support Worker** are not available for this notification. #### Users Select individual users who should receive the notification. ![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 a list of users.](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. 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 Video walkthrough: participant records in action.