In this article, we will provide a general overview of the notifications feature and how to set up a notification.
NOTE: To set up a notification(s) for a specific module, you can search the Help Center by module. For example, Setting Up a Tour Notification
Notifications Defined
Notifications are emails, SMS Texts, and calls from the system alerting you about an activity/event without the need to log in to the Guardtek web portal.
Notification icons are identified as a green or blue envelope and can be found in most system areas.
Notifications are typically found in a column marked "Email/SMS," but they can also be found in the top left corner of a table or page.
How to Set up Notifications
NOTE: All notifications are set up the same way throughout the system. Only the activity (the event you want to receive the notification for) and the event (trigger) are different and specific to the module where it is found.
To Set up a Notification:
1. Click the Notification icon - or
NOTE: Select the icon in the Email/SMS column header to set up a "global" notification for all items on the list.
2. Click the Event field to see a drop-down of the Notification triggers.
NOTE: On the right-hand side of the Event field, there is the option to choose All or None. To select all of the notification triggers, click All.
If you choose All but then decide to start over and only use certain notification triggers, you can select None and start over.
3. Click the Event field and trigger(s) you want the recipient to get.
You may select All, just one trigger, None to reset, or can select multiple triggers by clicking the Event field again and then setting the next trigger you want to add:
How to Setup a User Recipient for a Notification
NOTE: Three types of User Recipients can be set up to receive the triggered Notifications. The default recipient is GuardTek User (select user below).
GuardTek User - is a User that has Guardtek web portal access:
Employee - Can be a Tenant/Employee or Contact typically set up under the secondary Visitors module. The employee option is commonly used for those who need to be notified of specific triggers but don't need access to the Guardtek web portal. For example, an employee who is not directly involved in your operations but an employee of the building management.
Other Contact - This can also be used for those who need to be notified of certain triggers but don't need access to the Guardtek web portal, such as vendors, maintenance team members, or property owners.
To set up a user recipient for a notification:
1. Select a Notification User Recipient from the Recipient is options.
If you are setting up an existing Guardtek User, you do not have to click on the Recipient is drop-down and can go to Step 2.
If the Notification User Recipient you are setting up is an employee (see definition above), click the Recipient is drop-down and select Employee.
If the Notification User recipient you are setting up is another contact (see definition above), click the Recipient is drop-down and select Other Contact.
2. After selecting a GuardTek User, Employee, or Other Contact, click on the Recipient's Address field and select the User Recipient you want to receive the Notification(s) for.
If the Other Contact is not listed, you can select -- Contact Details -- from the list, and the box will expand and allow you to manually add their Last Name, First Name, Company, and Email:
NOTE: The User Recipient names appear in Alphabetical order according to Last Name on the left-hand side of the drop-down.
If the User Recipient email address or mobile number for SMS appears on the right-hand side of the drop-down.
You can click the search field and type in a recipient by first or last name for large lists of User Recipients.
3. If the User Recipient has already been set up with an email or phone number/carrier email for SMS and was selected in the Recipient's Address field, then the field in the box to the right of Type of Notification should populate automatically.
If it does not, click the Type of Notification drop-down, and the selection will show.
NOTE: Some Notifications are unavailable as SMS or Voice options and will not appear in the drop-down. The drop-down will be a blank blue box if an Event has not been chosen.
Suppose the User recipient was not set with an email or phone number for SMS. In that case, you must manually add an email address or a mobile number with the carrier suffix email in the field in the box to the right of the Type of Notification.
To manually set up a triggered notification email, type in the recipient's email address in the field in the box to the right of Type of Notification.
To manually set up a triggered notification as a text message for an eligible notification, select SMS in the Type of Notification drop-down and type in the recipient's mobile number with the carrier suffix as an email in the field in the box to the right of Type of Notification.
NOTE: If you use the SMS option (text), please make sure the phone number follows this format: 18454740033 (Start with country code and no spaces, dashes, or other characters)
4. Click the Email Subject Line field and type in the desired Email Subject Line for the recipient. It should be something clear and concise as to what the email contains.
The email subject line may be more generic if the trigger Event is All. For example, "XYZ Tour Anomaly Alert."
The email subject line may be more specific if the trigger Event is specific. For example, "XYZ Missed Tour."
5. Once the Use Recipient is set up as desired, Click the green Save button at the lower right-hand side.
The Notification fields will be cleared to add additional Notification triggers and recipients.
The Notification just saved will be displayed below, and its status can be disabled or enabled by clicking the check mark in a green circle icon or red x in a circle icon or edited by clicking the green pencil icon.