Check Notifications are set up right for Users
It's really important your staff are receiving the right notifications so that they can be involved in everything that's happening around safety in the organisation. If you find staff are not getting the notifications they are expecting, or are getting ones they shouldn't, we'll try and help you figure out what's going on by firstly asking you to look at the details in their Staff Profiles and then the Settings area in your Organisation Profile. This article does not cover notifications for Expiring Gear Checks. See related articles.
It might also help to read our related articles on How Security Clearances Work and How Friends Work.
In this article
Staff Profiles
Standard Staff
Most staff members will have Standard Staff security clearance. This means they can see their personal details and training information in their profile.
In the Personal details section of their profile, check:
- The Best contact email address is correct. This is the address they will receive notifications from PeopleSafe eg Training required, tasks to do, password reset
In the Work details section, check:
- They have the right security clearance.
- They have the right Jobs allocated to them ( if Jobs have been set up)
Manage Users
Someone with a Manage Users security clearance can see their own details and also the details of the staff they're responsible for.
In the Personal details section of their profile, check:
- The Best contact email address is correct. This is the address they will receive notifications from PeopleSafe eg Training required, tasks to do, password reset
In the Work details section, check:
- The work email is correct
- Their security clearance is correct
- The correct TXT Alert phone number has been added
- The Jobs are correct for what they can see and who they manage (remember Manage Users will receive notifications about the staff they manage including story review tasks if any of their staff were involved in the story
- The Receive notifications of relevant 'serious' events is set to Yes, if you wish them to receive these notifications
- Assign and Notify relevant Manager /Coordinator Tasks, is set to Yes so they will be assigned tasks like story Reviews and Gear checks and be notified about them.
Note: When Manager Users receive notifications about for example potential serious stories, they will not receive a Review Task or have access to the Story itself, unless it was involving one of the staff they manage.
PeopleSafe Coordinators
It's important the Coordinators can see and do everything in the Organisation.
In the Personal details section of their profile, check:
- The Best contact email address is correct. This is the address they will receive alerts from PeopleSafe eg Training required, tasks to do, password reset
In the Work details section, check:
- The work email is correct
- Their security clearance is correct
- The correct TXT Alert phone number has been added
- The Receive notifications of relevant 'serious' events is set to Yes
- Assign and Notify relevant Manager /Coordinator Tasks is set to Yes
Your Organisation Profile
Preferences section
Check all your preferences are set correctly.
Examples:
- If all your Managers or Coordinators aren't receiving Serious Story notifications and you want them to ( which we recommend), set 'Send notifications of 'Serious Stories' to ALL manager' to Yes. Remember they must also have in their Staff Profile: 'Receive notifications of relevant 'serious' events' set to Yes as well.
- If you are not receiving the expected expired Gear Checks, check that 'Auto-generate tasks for expiring gear checks' is set to Yes
Note: If a staff member's profile has been deactivated, but their email address and/or mobile number has been added separately to either the E-mail Serious Stories to, field, or the TXT Serious Stories to, field, in the Contact Information section in Our Organisation, they will keep receiving these notifications. You will need to update that.
More about receiving Notifications
- If you want to change or reduce the email alerts people are receiving, think carefully before you do. Notifications for potentially serious stories are the ones people most often want to turn off. (These are the additional alerts sent when a story is rated as potentially serious, to Coordinators and all Managers, (regardless of whether it was staff they manage involved in the story) ). We think it's important that everyone in a management role is made aware of the potential serious risks in the organisation.
- To change who receives Serious Story notifications, there are a couple of ways to go about this.
1. Click on your Organisation name in the top left > click Our Organisation >click Options to the right of the screen > click Edit > scroll down to Preferences and Send notifications of 'Serious Stories' to ALL managers and set to No. When you do this only managers who's staff were involved in the story will then receive them.
2. The other option is to leave that setting set to Yes and change the individual Manage User profile by setting "Receive notifications of relevant 'serious' events" to No. Be aware this will mean they won't get notified of the story, be tasked with reviewing it or have access to the story details.
It is possible to turn off Standard Story Alerts but that has other implications. Each Manager & Coordinators' profile has the setting "Assign and Notify relevant Manager / Coordinator Tasks". Setting that to No will stop the Alerts, BUT will also mean they no don't get assigned Tasks, like Story Reviews, Gear Checks, etc. We don't recommend this.