# Site Record Notifications

Source: https://docs.astalty.com.au/guide/notifications/site-record-notifications

> Stay ahead of site record expirations with automatic alerts, including overdue reminders after the expiry date.

## Overview

Site Record Notifications provide timely alerts when a [Site Record](https://docs.astalty.com.au/guide/site-records) is due to expire, helping ensure compliance documents such as fire safety certificates and insurance stay current.

To manage [Site Record Notifications](https://app.astalty.com.au/notifications/site-records), head to the [Notifications](https://app.astalty.com.au/notifications) page in the main menu, open the **Sites** tab, and click "**Site Records**".

![The Notifications page with the Sites tab highlighted and the Site Records row highlighted beneath it, described as Send alerts when Site Records are expiring soon.](https://docs.astalty.com.au/assets/site-record-notification-nav.png)

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

> **Scheduling required**
>
> Site Record Notifications are part of Astalty's Scheduling features. If you don't see the **Site Records** option on the Notifications page, Scheduling may not be enabled for your organisation.

## Creating a Site Record Notification

Creating a notification for a Site Record is a simple process. Start the process by clicking **Create Notification**.

![The Site Record Notifications page with no notifications yet, and an arrow pointing to the Create Notification button.](https://docs.astalty.com.au/assets/site-record-notification-create.png)

### Selecting the Record Types

By default, notifications are set up for all Site Record Types. To limit a notification to particular Record Types, turn off **Applies to all record types** and pick one or more types under **Record types**.

![The Record types section with the This notification applies to all Record Types box unticked and highlighted, and the Record Types drop-down open listing types such as Fire Safety Certificate, Building Insurance and SDA Certification.](https://docs.astalty.com.au/assets/site-record-notification-record-types.png)

### Setting the Notification Timing

Set the **Period** (1 to 365) and pick a timing option for when you would like to be notified about Records expiring. A new notification starts at 7 days before. The following timing options are available:

- **on the day**: notifies you on the day the Record expires. The number field 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.
- **weeks after**: notifies you the entered number of weeks **after** the expiry date.

The **days after** and **weeks after** options let you chase up Site Records that have already expired, alongside the existing "before" reminders. For example, you could send one reminder 1 week before a Record expires, and another 3 days after it expires if it still hasn't been renewed.

Astalty checks once a day, at about 9am Brisbane time, and sends each reminder once, on the day that matches your timing. Archived Site Records are skipped.

![The Create Site Record Notification form with Period set to 7 and the Period unit drop-down open, listing on the day, days before, weeks before, days after and weeks after.](https://docs.astalty.com.au/assets/site-record-notification-timing.png)

> **Expired record wording**
>
> When a reminder is sent **after** the expiry date, the wording changes to make the urgency clear. The email subject becomes **"Record expired for site"** (followed by the site name) and the message explains how long ago the Record expired - for example, "expired 2 weeks ago on 01/07/2026". Reminders sent on or before the expiry date use the standard **"Record expiring soon for site"** wording.

### Notification Email Content

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

![The Notification email content section, an empty text editor with a formatting toolbar for content added to the body of the email.](https://docs.astalty.com.au/assets/site-record-notification-email-content.png)

### Notification Recipients

Choose who should receive the notification. Select at least one recipient.

#### Site Manager

Tick this option if you would like to notify the site's Site Manager. It is not ticked on a new notification.

#### User Groups

Select one or more [User Groups](https://docs.astalty.com.au/guide/settings/users-settings/user-groups). **Support Worker** and **All Users** are not available here.

#### Users

Select individual users who should receive the notification.

![The Notification recipients section highlighted, with Site Manager ticked and empty User Groups and Users drop-downs. Within Astalty and Email are ticked under Notification methods.](https://docs.astalty.com.au/assets/site-record-notification-recipients.png)

### Notification Methods

Select at least one method. Both are ticked on a new notification.

#### Within Astalty

Recipients get an in-app notification.

#### Email

Recipients get an email.

## Finalising Your Notification

Select **Add Notification** to save it.

The list shows each notification's timing under **When**, its **Record Types**, **Delivery** methods and **Recipients**. Click a row to edit it, or use its actions menu to **Edit**, **Clone** or **Delete** it.

## Multiple Notifications

You can add multiple notifications with different timing options to build up a reminder schedule that suits your team.

For example, you may want to send a notification 1 week before a Record expires, and another one 3 days after it expires to chase up any Records that still haven't been renewed.