LivionKey Register's robust notification system ensures proactive key management by keeping stakeholders informed about key statuses. This article guides you through configuring various notification types, from overdue key reminders to contract-related alerts.
Understanding End user Notifications types
LivionKey Register provides a variety of notification types designed to streamline your key management processes. Here's a breakdown of each type, its purpose, and when it is triggered:
Contract Created:
Description: Informs the contract contact person that a new Key contract has been created and provides instructions on how and when to Pickup or return a key or keys.
When it will be sent: Immediately after a new key contract is created.
Contract Updated:
Description: Notifies the contract contact person when an existing key contract has been modified and provides new instructions on how and when to Pickup or return a key or keys.
When it will be sent: Immediately after a key contract is updated.
Keys fetched receipt:
Description: Notifies the contract contact person with a receipt of the fetched key or keys.
When it will be sent: Immediately after a key is fetched.
Keys returned receipt:
Description: Notifies the contract contact person with a receipt of the returned key or keys.
When it will be sent: Immediately after a key is returned.
Keys overdue:
Description: Alerts the contract contact person when one or multiple keys are not returned in time.
When it will be sent: When a contract ends with one or more keys still pending return, a notification will be sent based on the organizational unit's delay settings or, by default, right away.
Contract Start Reminder:
Description: Notifies the contract contact person that his key contract is about to start.
When it will be sent: Before the contract start date, either based on organization unit settings or by default 24 hours in advance.
Contract End Reminder:
Description: Notifies the contract contact person that his key contract is nearing its end.
When it will be sent: If the contract still has unreturned keys, a reminder will be sent based on organization unit settings or, by default, 24 hours in advance.
Link to sign contract:
Description: Sends a unique signature link to the contract contact person for electronic contract signing.
When it will be sent: If selected as a notification option during contract creation, the signature request will be sent automatically once the contract is created.
End user Notifications Settings
Default notifications settings
Users can configure organization/tag-wide default settings for end user notifications. These defaults are used as pre-filled options in notification settings when creating new contracts, streamlining the setup process.
For each of the available notifications, key managers can configure the following delivery options as defaults:
Enable/disable Email notifications
Enable/disable SMS notifications
These default settings provide a consistent notification experience for end users across all contracts within the organization or tag, while still allowing for contract-specific adjustments when needed.
Reminder configurations
Organization admins can configure settings for contract start and end reminders, as well as key not returned reminders.
Start and end reminders:
Customize when reminders are sent (timing before contract start/end).
Key not returned reminder:
Delay before the first notification is sent.
Reminder interval (how often subsequent reminders are sent).
Additional Receivers for Admins
Admins can enhance key management oversight by adding themselves or other normal users to receive notifications for specific key events like fetching, returning, or overdue keys. They have the flexibility to select which notification types they receive and can configure reminders for overdue keys, ensuring timely follow-up and improved key control.
Contract Creation Notifications
When creating a contract in LivionKey Register, you can configure notifications for end users as follows:
Enable/Disable Notifications: Choose whether to send email or SMS notifications to end users for contract-related events.
Advanced Notification Selection: If enabled, select specific notification types from the available options. These settings determine what notifications end users will receive regarding their contracts.
By selecting the enable/disable checkboxes, pre-configured notification options will be automatically applied. If organization-level default settings are available, they will be used; otherwise, the system's default settings will be applied.
By clicking the "Advanced" toggle, you can view the pre-selected notifications and choose to add or remove notification options specifically for that contract. This allows for contract-level customization of notifications.
Note: While you can select various notification options, the LivionKey Register system will only send notifications when corresponding events occur, such as a key being fetched. When such an event happens, the system will check the contract-level notification settings to determine if a notification should be sent.
Sending Signature Link Notifications
If the "Link to sign contract" notification option was not selected during contract creation, the notification requesting the signature will not be sent to the end user. However, an admin can manually choose to send the signature link from the UI after the contract has been created whenever needed.
Notification Template Management
By default, the content of the notifications is defined by Livion. However, if needed, the notification templates can be modified to better suit your organization's communication style.
To do so, navigate to Organization > Email and SMS Templates in the left-hand menu, and then select Update for either the Email or SMS template you wish to modify. You can customize the templates using the built-in template editor.
For detailed instructions on using the template editor and available variables, please refer to template editor how to video found in this article.
Notification Settings Inheritance
Similar to other settings in LivionKey Register, notification settings are inherited from higher levels in the organizational hierarchy. This allows you to define default notification behaviors at the organization or country level and then customize them for specific units if needed.
Remember
For further information and guides on using the LivionKey Register, refer to our help center or contact our support team.