Set up the company's notifications and alerts
Decide, alert by alert, when it fires, at what level, who is notified and by which channel; add a follow-up, an exception for a client, and the morning summary.
The video for this guide is coming soon.
The "Notifications and alerts" tab says, for the whole company, who is notified of what. Each rule is a sentence, such as "When a cleaner has not clocked in 20 min after the planned time, notify: Manager — by: Bell, Push". Use this article to change a threshold, choose the people notified, pause an alert or receive a summary every morning. Allow 10 minutes for a first pass.
These rules set what the company sends. Each person can then switch off a channel for themselves: see Set up your notifications.
Read the page
The "How it works" box is a reminder: the 16 alerts of "Alerts & tracking" are built-in rules. You change their threshold and their level, you pause them, but you cannot delete them. As long as you change nothing, everything stays as before.
| Item | What it does |
|---|---|
| Field "Search for an alert (clock-in, linen, booking…)" | Finds a rule by a word |
| Filters "All", "Office", "Cleaners", "Paused" | Keep only part of the rules; the number is written on each filter |
| Groups | "Jobs", "Bookings", "Linen and deliveries", "Team and compliance", "Finance", "What cleaners receive" |
| Switch at the start of a row | Turns the rule on or pauses it |
| Sentence "When …" | States the event, the threshold, the people notified and the channels |
| Label "Built-in" | The rule is part of the software: it can be adjusted, it cannot be deleted |
| Button "Adjust" | Opens the rule's panel |
Adjust an alert
Step by step
- 1
Open the Settings › My company › Organisation menu, "Notifications and alerts" tab.
- 2
On the alert's row, click Adjust. The alert's panel opens, with its name and the label "Built-in".
- 3
Under "When", change the "Threshold". The event cannot be changed, the threshold can; some alerts have no threshold.
- 4
Under "Level in “Alerts & tracking”", choose "Urgent" or "To handle".
- For some alerts, the level cannot be chosen: the panel says so.
- 5
Click Save. The message "Setting saved." is shown and the sentence on the row changes.
Choose who is notified, and how
Depending on the alert, the panel offers "Who is notified" (a message as soon as the alert fires) or "Morning summary" (one email a day).
Step by step
- 1
In the alert's panel, under "Who is notified", turn on "Notify someone when this alert fires".
- 2
Tick the roles to notify.
- 3
For a specific person, use the "Add a person" field.
- 4
Under "By which channel", tick "Bell", "Push" or "Email".
- 5
To insist, turn on "Follow up if the alert persists", then set the delay "With no reaction after".
- 6
Click Save.
| Setting | What it does |
|---|---|
| "Notify someone when this alert fires" | Sends one message per alert, once only per job and per day. Switched off: the alert stays in "Alerts & tracking", no message is sent |
| "Bell", "Push", "Email" | The channels opened by the company. Each person can switch one off for themselves in "My account", not add one |
| "Follow up if the alert persists" | A single follow-up, sent if the problem is still not solved |
| "Include this alert in the morning summary" | Adds the alert to the morning email of the people chosen |
Make an exception for a client, a sector or a property
When an alert must behave differently for part of your properties.
Step by step
- 1
In the alert's panel, scroll down to "Exceptions".
- 2
Click "Add an exception (client, sector or property)". A row is added.
- 3
Choose the type: "Sector", "Client" or "Property", then the item concerned.
- 4
Set its threshold and its level, or leave "Company threshold" and "Company level".
- Turn on "Paused" to switch off the alert at that place only.
- 5
Click Save. The alert's row shows the number of exceptions.
Pause a rule, or go back to the built-in setting
Step by step
- 1
To pause, turn off the switch at the start of the row. The message "Setting saved." is shown.
- A paused alert no longer appears in "Alerts & tracking". A paused notification is no longer received by anyone.
- 2
To put everything back as it was at the start, click Adjust, then "Restore the built-in setting". The "Restore the built-in setting?" window opens.
- 3
Click Restore. The threshold, the level, the pause, the exceptions and the people notified, or the morning summary, go back to the built-in values.
Set up the morning summary
At the bottom of the page, the "Morning summary" box sends by email, to each person concerned, the list of their alerts.
Step by step
- 1
In the sentence "Every morning at …", choose the sending time. It is Paris time.
- 2
For each alert to include, click Adjust, turn on "Include this alert in the morning summary" when the panel offers it, then choose the roles and the people.
- 3
Click Save. The alert's row shows "Morning summary: …" with the people chosen.
Frequently asked questions
Can an alert be deleted, or a new one created?
No. The rules are built in: they can be adjusted and paused, they cannot be deleted. The page does not offer to create any.
Who can change these rules?
The administrator, the manager and the cleaning manager. The manager and the cleaning manager only have access to this tab of the Organisation page.
Can a person refuse a message decided by the company?
Partly. In "My account", each person can switch off a channel for themselves, but not add one the company has closed. For notifications that affect a person directly, the person concerned is always notified.
What is the difference between an alert and a notification?
An alert is shown in "Alerts & tracking", with a level "Urgent" or "To handle", and can also notify someone. A notification is a message sent by the bell, by push or by email; the "What cleaners receive" group brings together those of the field team.
At what time is the morning summary sent?
At the time chosen in the "Morning summary" box, in Paris time. On a morning with nothing to report, no email is sent.