Setting Up Email Notifications and Alerts

This article is for Administrators and Company Admins.

Attlock can send email notifications for dozens of operational events — from missed shifts and new incidents to expiring certifications and payroll approvals. This guide explains how to configure notification rules, assign recipients, and tune alert thresholds so your team gets the right information without inbox overload.

Accessing Notification Settings

Go to Settings → Notifications → Email Alerts. This page is divided into categories matching the main areas of the platform.

Notification Categories

Configuring a Notification Rule

1. Find the event you want to configure and click Edit.
2. Toggle the notification On or Off.
3. Set the Recipients:
   • Role-based — all users with a specific role (e.g., all Company Admins)
   • Named users — specific individuals by name or email
   • External email — any email address, including non-Attlock users
4. Set the Delivery method — Email, In-App, or Both.
5. For threshold-based alerts (e.g., "shift uncovered for more than X minutes"), set the threshold value.
6. Click Save.

Digest vs. Instant Notifications

For high-volume events, sending an email for every occurrence can be overwhelming. Attlock supports two delivery modes:

• Instant — email sent immediately when the event occurs. Best for critical alerts like incidents and security events.
• Digest — events are batched and sent in a single summary email. Choose hourly, daily (morning), or daily (end of day). Best for scheduling updates and compliance reminders.

Set the delivery mode per notification rule in the Delivery dropdown.

Setting Up Escalation Alerts

Escalation alerts notify a secondary recipient if the primary recipient does not acknowledge or act on an alert within a set time.

1. In the notification rule, expand Escalation.
2. Toggle Enable Escalation to On.
3. Set the Escalation Delay (e.g., 30 minutes).
4. Add the Escalation Recipient — typically a senior manager or on-call supervisor.
5. Save.

Escalation is most useful for incident alerts and missed welfare checks.

Notification Templates

You can customize the subject line and body of notification emails:

1. Go to Settings → Notifications → Email Templates.
2. Select the template you want to edit.
3. Use the template editor to modify the subject and body.
4. Use merge tags to insert dynamic values:
   • `{{guard_name}}` — the guard's full name
   • `{{site_name}}` — the site name
   • `{{shift_date}}` — the shift date
   • `{{incident_id}}` — the incident reference number
5. Preview the rendered email and click Save Template.

All templates use your company's branding (logo, colors) as configured in Settings → Branding.

Testing Notifications

Before going live, test your notification setup:

1. In any notification rule, click Send Test Email.
2. Enter a recipient email address.
3. Click Send — a sample email using placeholder data will be delivered immediately.

Best Practices

• Use digest mode for scheduling events — instant emails for every shift change will overwhelm inboxes.
• Reserve instant delivery for incidents and security events — these require immediate attention.
• Set up escalation for welfare checks — a missed welfare check that goes unnoticed is a serious safety risk.
• Review recipients quarterly — ensure notifications still go to the right people as your team changes.
• Test after any template change — always send a test email before saving a modified template.

Related Articles

• Guard Wellness Monitoring
• Incidents & Investigations
• Setting Up Two-Factor Authentication
• Compliance, Policies & Training