Managing Users

Creating Notification Groups

Notification Groups are a way to define which type of messages get sent to which members.

For YourCompliance customers there are only 2 types of messages that need to be considered:

• Certificate Notifications – Depending on how you use YourCompliance’s features, you may want to send reminders to your team based around events related to your certificates. Each certificate has what we call ‘trigger points’ (ie specific dates & times) these include:
  • The Certificate Expiry Date
  • The moment an uploaded certificate has been approved
  • The moment an uploaded certificate has been rejected

You can create your own Notification Rules for which Message Templates get sent to which group of users (or single user) when a trigger point is met. We call the grouping of users (even if its only to a single user) a Notification Group.

• Checklist Reports – Unlike for Certificate Notifications, there is only one ‘trigger point’ for checklists and that is the completion of the check. When creating each check, it is optional whether to send the notifications for completion of checks but if you do want to send something you will still need a Message Template and a Notification Group.

For info about setting up Message Templates read this article, here we will cover creating Notification Groups.

The Notification Groups feature is managed in the Settings > Users & Departments > Notification Groups area of the dashboard or by clicking here:

https://dashboard.yourwelcome.com/settings/company/users-departments/notification-groups

Creating a group is a 2 step process.

Step 1 – Notification Options

Notification Groups is a feature that works across our other platforms so some of the features are clearly labelled for PropertyCare. If you do not use that platform you can ignore these sections and scroll down to the Compliance section. The 2 types of Compliance related notifications are outlined above and you can choose whether to toggle one or both of these items on. We would recommend naming your Notification Group (at the top of the page) something clearly identifiable if you are only turning one of these types on as applying the wrong group to the wrong feature may yield in the wrong people (or no people) receiving the messages.

Step 2 – Group Members

On the Group Members page you can choose whether to include everyone in a department (read about setting up Departments here) or individual users.

DEPARTMENT NOTIFICATIONS

If you nominate a Department then ONLY the users in that department who are linked to that property will actually receive the notification. So for instance if you have a Department called “Owners” (which includes eg your 10 owners – all of which on the User setup page have only been ticked as having access to 1 property each), selecting “Owners” here means if this Notification Group is applied to a Certificate Notification rule then ONLY the owner with access to the property the certificate is for will receive the notification ie we check the department access & the property access to make sure they both apply before sending.

USER NOTIFICATIONS

If you switch to the User Notifications option you will see a list of all the users in your company. Toggling users on here will send messages to all the nominated users irrespective of whether they have had properties allocated to them in their user profile.

NOTE we do NOT allow a combination of Departments & Users in one notification group so you cannot for example choose, the “Owners” department + one user who you know is an admin. To get around this, you would need to add the admin to the Owners department and give them access to all properties.

ADDITIONAL NOTE – we have a safety feature included in YourCompliance where you can turn off (or back on) all notifications for a specific user. This is done when editing a users profile (read more here). So for troubleshooting any email sending (or receiving issues) please check to ensure the intended recipient has emails turned ON (ie blue NOT grey) as you may have included users (either because they’re in a department or directly from the users section) who cannot receive anything from us.

Now when either adding or editing a ‘Certificate Notification’ or step 2 of adding/editing a ‘Check’, your new Notification Group will show in the available dropdown.

Once you’re happy with what type of message and who is in the group you can click the green Save button which will return you to the Notification Groups menu with your new group added in the table.