User Record Notification

Overview

Create User Record Notifications to remind selected people when a staff Record is due to expire or needs verification.

To manage User Record Notifications, head to the Notifications page in the main menu and click User Records in the Team group.

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

Creating a User Record Notification

Click Create Notification. A new notification is set to When the record is expiring, 7 days before, for all record types, with The Record's owner, Within Astalty and Email ticked.

Setting the Notification Type

There are two types of User Record Notifications. The type can't be changed once the notification is saved.

• When the record is expiring

  This type will send out the Notifications when the Record is expiring. With this type selected, you will also be asked to set the Notification timing.

  • Set the Period (1 to 365) and a timing option

    Choose when you would like to be notified about Records expiring: on the day, days before, weeks before, days after or weeks after the expiry date. The after options chase up Records that have already expired.

    Astalty checks once a day, at about 9am Brisbane time, and sends each reminder once, on the day that matches your timing. Archived Records, and Records belonging to deactivated users, are skipped. The email subject reads Record expiring soon for (or Record expired for, once the expiry date has passed) followed by the user's name.

• When verification is required

  This type will send out the Notification when a User uploads a Record that requires another layer of verification from an administration team, or resubmits a Record that was declined. The email subject reads Record verification required for followed by the user's name. You can read more about it on User Record guide page.

Selecting the Record Types

By default, notifications are set up for all 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.

Notification Email Content

Add optional instructions for what recipients should do when a User Record expires or needs verification. This content appears in the email only.

Notification Recipients

Select at least one recipient.

Record Owner

Tick The Record's owner to alert the Record Owner (the user that the Record relates to). The owner also gets a push notification in the Astalty app. This option is only available for When the record is expiring.

User Groups

Select one or more User Groups. Support Worker and All Users are not available here.

Users

Select individual users who should receive the notification.

Notification Methods

Select at least one method.

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

Create more than one notification to build a reminder schedule. For example, send one notification 1 week before a Record expires and another 3 days after expiry if it has not been renewed.

User Record Notification Video Walkthrough

Here is a video on how to set up User Record Notifications