How do I configure notifications at the system level?

You can configure notifications to be automatically sent from AlayaCare to specific employees in various scenarios, such as when a visit offer is sent to an employee or an important form is submitted for a client.

If your organization wishes to use a notification type, they must be enabled at the system level. In some cases, notifications will require additional configuration at the employee or form level. 

Notification settings in system settings

This section allows you to set global parameters around notifications. Some of these notifications must also be configured in individual employee profiles for employees to receive them.

1. Navigate to Settings>All Settings>System Settings > Notification Settings. 
2. Check off the notifications that you wish to enable. Note that notifications may be available in the form of a task that is automatically created or as email, SMS, or mobile push notifications.                                                               
   
   
    Some of these notification must also be enabled on individual employees so the targeted employee can receive the notification.
   
   Task Assignment: check off this notification type if employees should be able to receive email notifications when a task is assigned to them. This notification type must also be configured at the employee level.
   
   Include Task Details and Client Name in Notification: turn on this setting if you wish to include task details and the client name when an employee receives an email notification about a task. 
   
   Service Status Change: check off this notification type if you wish employees on a client's care team to be able to receive an email whenever a service status changes for the client. This notification type must also be configured at the employee level.

   For this notification type, care team members include the following:

   • Associated employees sharing the department of the service.
     • If no department is tied to the service, all the associated employees will receive the notifications.
     • If an associated employee does not belong to any department, they will receive also the notification.
   • The primary employee set on the service.
   • Experienced employees for this service, e.g. employees that had a visit for this service in the past X days (X can be defined in system settings).
   
   New Client Notification: check off this notification type if you wish employees to be able to receive an email or be automatically assigned a task when they are added to a client's care team as an associated employee or primary employee on a service. This notification type must also be configured at the employee level.
   
   Visit and Recurrence Offers Sent: check whether employees should receive email notifications when they are sent a visit or recurrence offer. You also have the option to select whether you wish to send notifications by email, SMS (if the feature is enabled), or push notification to a device in which they are logged in to the mobile app This notification type must also be configured at the employee level.
   
   Visit and Recurrence Offers Assigned: check whether employees should receive email notifications when they are assigned to a visit or recurrence. You also have the option to select whether you wish to send notifications by email, SMS (if the feature is enabled), or push notification to a device in which they are logged in to the mobile app. This notification type must also be configured at the employee level.
   
   
3. When you have finished making changes to the system-wide notification settings, click Save. These notification type can then be enabled on individual employee profiles.

Configuring a send email for visit offer notifications

Email notifications from AlayaCare are sent from the generic send email [e-mail]. 

In the case of visit offer notifications, however, it is possible to configure a custom email from which these email notifications for your organization will be sent. Note that backend configuration is required for the email from which the notifications will be sent. Please contact your client services team to make a request to set up or change the send email for visit offer notifications.

There are apparent options in the UI to change the send email, but this is a legacy feature. Please do not make any changes in either Settings>Notifications>Notification Sender or Settings>System Settings>External Email Config.

Please note that custom send email addresses apply to visit offer email notifications only. All other email notifications will be sent from [e-mail]. 

Important Reports notifications

In Settings>Notifications>Alert/Panic/Important Reports, you can enter the phone numbers and email addresses of users who should be alerted by email or SMS when certain forms are submitted.

To add an email address or phone number to the alert queue, select +Add more.

From the dropdown, select either Send an Email or Send an SMS and then enter the email address or phone number where you wish the alert to be sent in the provided field. When you have finished, click Save Notification Settings.

A email or SMS notification will be sent to the users in this list whenever a form with the setting Notify Alert Queue checked off is submitted.

Legacy notification feature

The Late Clock-In tab under Settings>Notifications is a legacy feature. It is currently not possible to trigger notifications for visits that have a late clock-in time.