To create templates, go to Show more in the left-hand menu, select Create templates, and then Create new Alert Template.

Please note that only administrators in the platform have permission to create templates.

Step 1 – Basic settings in the Alert Module

The first step in the Alert Module is to enter a name, description, and select the type of alert you wish to create. Here you also decide whether the template should be available in the Incident Module.

Step by step

Name & Description

Enter a clear name and a short description (maximum 100 characters). This helps you quickly understand the purpose of the template.

Select Alert Type

One-way – Sends a message only; no response is required.
Two-way – Sends a question that can be answered with yes or no, or with custom response options of your choice.

Availability in Incidents

Tick the box if the template should be linked to the Incident Module.
When selected, the template will not be available as a standalone alert.

Navigation

Next – Click Next to proceed to the Channels tab, where you select how the alert will be distributed.

Channels

In the Channels tab, you choose how the alert should be sent. You can combine several communication channels to increase the likelihood of reaching the recipient.

Select communication channel(s)

You may select one or more of the following:

• SMS – Sends the alert as a text message.
• Notification – Push notification in the mobile app.
• Email – Sends the alert via email.

Critical Alert (iOS)

A special option that ensures the push notification plays a sound even if the device is on Do Not Disturb or set to silent.
Recommended for highly urgent situations.

For Android devices, each user must enable their own settings to receive alerts during Do Not Disturb mode.
Read more here: Android – Notifications even when Do Not Disturb is activated

Navigation

Back – Returns to Type.
Next – Proceeds to the Message tab, where you compose the content of the alert.

Message

In the Message tab, you compose the content of the alert – subject, message text, and any response options.

Subject

Enter a short subject line. This is visible to the recipient and helps them immediately understand the purpose of the alert.

Message

Write the message content here. Keep it clear and focused.

Question (two-way alerts only)

Formulate the question the recipient should respond to.
Example: “Are you able to attend the meeting?”

Response Options (optional)

Add one or more response options. The default for two-way alerts is Yes/No, but you may create custom options such as, but not limited to:

• On site
• Remote
• Unable to attend

Click + to add additional options.
Click the bin icon to remove an option.

Navigation

Back – Returns to Channels.
Next – Proceeds to Recipients, where you select who will receive the alert.

Recipients

In the Recipients tab, you select who should receive the alert. You may choose both groups and individual users.

Search field

Use the search bar to quickly find the relevant group or individual.

Contact Groups

Select an entire group if the alert should be sent to multiple recipients at once.

The number of users in each group is displayed in brackets.

Individual Recipients

Tick the box next to the users who should receive the alert. Users are listed with both name and email address.

Navigation

Back – Returns to Message.
Next – Proceeds to Confirmation, where you define how the alert should be confirmed and followed up.

Confirmation

In the Confirmation tab, you review the entire alert before saving it. Here you see a summary of your selections and can ensure nothing is missing.

Review Settings

You will see a summary of:

• Type (one-way or two-way)
• Selected channels
• Subject, message, and any question
• Recipients (groups or individuals)

Error Messages

If something is missing, it will be highlighted in red, for example:

• “You must select at least one channel”
• “You must fill in a message”
• “You must choose at least one recipient”

Navigation

Back – Return to previous tabs to adjust the information.
Activate Template – Save and activate the Alert Template. It will then be available for use according to your settings (standalone or linked to the Incident Module).