Notifications

Reservation notifications

Late reservations

• Trail sends a notification to the reserved by -user if an item has not been returned by the reservation end date.
• The notification is sent daily around 13:00 (Finnish time)
• This is an additional setting that can be enabled from: Admin > General settings > Reservations > Send reminders

Reservation acceptance

• Users with editor rights for reservations must accept reservations made by users with lower user rights.
• A notification is sent to responsible users immediately when the reservation is created.
• This is an additional setting that can be enabled from: Admin > General settings > Reservations > Accept reservations

Sales notifications (add-on module)

• Applies to the separate Reservation Sales add-on feature
• A notification is sent to the reserver immediately when an offer has been closed or invoiced.

Maintenance notifications

Defect reports

• Trail sends a notification immediately when a defect report is created.
• The notification is sent to:
  • Item's responsible user
  • Maintenance's assigned to user
  • Users defined in the item's location or department settings, under "notifications"
• If the defect report's schedule is changed, a notification is also sent to users who have reserved the item (if the reservation is planned or read out).

Upcoming scheduled maintenance

• Notification for an upcoming scheduled maintenance. Calculated from its' due date.
• You can define how many days in advance the reminder is sent from the maintenance plan's settings.
• The notification is sent around 13:00 (Finnish time)
• Recipients of the notification:
  • Item's responsible user
  • Maintenance's assigned to user
  • Users defined in the item's location or department settings, under "notifications"
  • User group that is selected from the maintenance plan page.

Overdue scheduled maintenance

• Applies when scheduled maintenance has not been started by the due date.
• The notification is sent around 13:00 (Finnish time)
• By default, the notification is sent once per day, but the interval can be changed in the maintenance plan view.
• Recipients of the notification:
  • Item's responsible user
  • Maintenance's assigned to user
  • Users defined in the item's location or department settings, under "notifications"
  • User group that is selected from the maintenance plan page.

Item notifications

Consumables

• When the quantity of a consumable item drops below the defined alert limit, Trail sends a notification.
• The notification is sent at 13:00 (Finnish time)
• The notification is sent to users defined in the Receives all field in the item’s location or department settings.
• Note: consumables that are not assigned to a location or department are not included in the alert limit calculation.

End of item lifecycle

• Trail sends a notification when the defined lifecycle of an item ends.
• The notification is sent on the first day of each month around 13:00 (Finnish time). The notification is sent monthly until the item is replaced or deleted.
• The notification is sent to the item responsible person and users defined in the Receives all field in the location or department settings.
• In Trail’s general settings it is possible to define the minimum item price for which this notification is sent. If a value is defined, notifications are only sent for items with a higher value.
  • This is an additional setting that can be enabled from: Admin > General settings > Notifications > Minimum item price for lifespan expiration notifications

Other notifications

Transports

• A notification is sent when a transport is:
  • accepted / rejected
  • started
  • marked as completed
• The notification is sent to the user who created the transport and the user added in the On behalf of field.
  • If multiple recipients or external email addresses are needed, they can be added by clicking "Email". Separate the email addresses with a comma.

Projects (add-on module)

• If the Projects module is in use, Trail can send notifications when:
  • the project status changes
  • the resource status changes
• The notification is sent to the producer and resource users.
• If the Projects functionality is enabled for your organization, you can add the email addresses that should receive notifications about changes to event information.
  • Email addresses can be defined in: Admin > General settings > Notifications > Event notification email addresses

How to define recipients by location or department

• Notification recipients can be defined in the location or department settings.
• Path: Admin → Departments or Locations → Open the target in edit view.
• If multiple email addresses need to be added, they can be separated with a space, line break, comma or semicolon.
• Available settings:
  • Receives all
    • Receives all notifications related to the location or department.
  • Late reservations
    • Receives notifications about overdue reservations.
  • Overdue maintenance
    • Receives notifications about overdue maintenance.

Mobile push notifications

• Users of the Trail mobile app can receive notifications on their phone about overdue reservations.
• Notifications can be enabled or disabled in the user’s profile.
• If the user does not have access to the Admin module, the changes can be made by a system administrator.