# User Record Notification

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

> Stay compliant by getting alerted when team member certificates and clearances need attention.

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

## Overview

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

To manage [User Record](https://app.astalty.com.au/notifications/user-records) Notifications, head to the [Notifications](https://app.astalty.com.au/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.

![The Notifications page with the Records card in the Team group highlighted by an orange box and arrow, described as Send alerts when your team's Records are expiring soon or require verification.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-5.58.51-pm.png)

## 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.

![The User Record Notifications page with no notifications yet, and an orange box and arrow on the Create Notification button.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-6.16.43-pm.png)

### Setting the Notification Type

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

![The Create User Record Notification form with the Trigger type drop-down open, offering When the record is expiring and When verification is required.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-6.10.15-pm.png)

- **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.

![The timing fields for a Record's expiry date, with Period set to 7 and the Period unit drop-down open, listing on the day, days before and weeks before.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-6.19.14-pm.png)

- **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](https://docs.astalty.com.au/guide/settings/users-settings/user-records) 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**.

![The Record types section with the This notification applies to all Record Types box unticked and the Record Types drop-down open, listing types such as Car Registration, First Aid Certificate and Working with Children Check.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-6.33.09-pm.png)

### 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.

![The Notification email content editor with sample text telling the recipient to obtain a new Blue Card and upload it to their profile.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-6.36.31-pm.png)

### 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](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 with The Record's owner ticked, the admin User Group selected, and the Users drop-down open showing a searchable list of users.](https://docs.astalty.com.au/assets/screenshot-2024-02-21-at-6.37.50-pm.png)

### 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.

> **Worried about workers already rostered on upcoming shifts?**
>
> These notifications tell you when a record is expiring. If you've set up [Required Qualifications](https://docs.astalty.com.au/guide/settings/users-settings/qualifications), [Lapsed Qualification Notifications](https://docs.astalty.com.au/guide/notifications/lapsed-qualification-notifications) go a step further: they alert you when a worker is **already rostered** to an upcoming shift and will not meet a required qualification when it starts. This includes a qualification that is current today but expires before the shift.

## User Record Notification Video Walkthrough

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

Video walkthrough: user record notifications.