Utilisation Notifications

Create Utilisation Notifications to alert selected people when a Participant has used a set percentage of a Service budget.

To manage Utilisation Notifications, head to the Notifications page in the main menu and click Utilisation in the Plans & Services group. Only Admins can manage these notifications. This can't be changed per user.

Creating Utilisation Notifications

Select Create Notification. A new notification has Primary Coordinator, Service Coordinator, Within Astalty and Email ticked.

Notification Details

When would you like to send the notification?

1. Enter the Used % that will trigger the notification. It must be a whole number of at least 1.

• For instance, input 50% to receive an alert when half of the funding is utilised.

For Services with a funding schedule, the percentage is measured against the funding released so far (the total of every funding period that has started), not the full plan budget.

Which Services do you want this notification to apply to?

1. Choose the support Categories this notification should apply to. At least one is required, and only Services in those categories trigger it.

• You can select more than one category if necessary, for example, 'Support Coordination' or 'Daily Activities'.

Notification Email Content

Optional. Anything you add here is included in the email. It does not appear in the in-app notification.

Notification Recipients

Select at least one recipient.

Primary Coordinator

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

Service Coordinator

Tick this option if you would like to notify the Service Coordinator of the Service that reached the threshold.

Each Service on a plan can have its own coordinator, for example a Psychosocial Recovery Coach or a Level Three Support Coordinator, so only the coordinator responsible for that Service is told.

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 titled Utilisation Notification with a link to the Participant's utilisation.

Email

Recipients get an email.

Finalising Your Notification

Select Add Notification to save it.

The list shows each notification's Trigger, Categories, 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, each with its own threshold, categories and recipients.

Utilisation is checked each time a charge is added, changed or removed for a Participant with a current plan. A notification is sent the first time a Service's used percentage reaches its threshold. It is sent again only if usage later drops below the threshold and then reaches it again. When one charge takes a Service past several of your thresholds at once, each person receives only the alert for the highest threshold.

Tips and Best Practices

Set up multiple thresholds such as 50%, 75%, and 95% to monitor different levels of fund utilisation.

• Regularly review your notification settings to ensure they align with current service delivery and budget allocations.

FAQs

How will Utilisation Notifications work for Funding Periods?

For a Service with funding periods, the used percentage is measured against the funding released so far: the total of every funding period that has started. For example, with a notification set at 80%, you are notified when spending reaches 80% of all funding released to date, not 80% of the current period on its own and not 80% of the full plan budget.

Video Guide