Alerts

The Alert Staff action on a workflow sends notifications to specific staff members when an incident matches the workflow’s trigger criteria. This keeps the right people informed without anyone needing to manually check for new incidents.

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How alerts are generated

When an incident is created and matches a workflow’s triggers, the Alert Staff action:

1. Identifies the recipients — specific staff members, Staff Groups, or all DSL-level users (if Alert DSLs is enabled)
2. Creates an alert for each recipient
3. The alert appears immediately on the recipient’s dashboard
4. An email notification is sent (subject to working schedules)

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Configuring the Alert Staff action

When adding an Alert Staff action to a workflow, you can choose:

• Specific staff members — select individual people to alert
• Staff Groups — alert everyone in one or more Staff Groups
• Alert DSLs — automatically alert all staff with the Owner, DSL, or Deputy DSL role

You can combine these options. For example, alert a specific pastoral lead and also enable Alert DSLs so all senior safeguarding staff are notified.

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Where alerts appear

Alerts appear in two places:

• Dashboard — the My Alerts section on your dashboard shows all alerts you have received. Staff with the Owner, DSL, or Deputy DSL role also see a Staff Alerts section for alerts related to staff incidents.
• Email — if your school has email notifications enabled, you receive an email for each alert. Email delivery respects your working schedule, so you are not disturbed outside school hours.

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Managing alerts

When you see an alert on your dashboard, you can:

• View the incident — click on the alert to open the related incident and review the details.
• Mark as read — acknowledge the alert so it no longer appears as unread.
• Dismiss — remove the alert from your dashboard if no further action is needed.

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Email delivery and working schedules

Alert emails are delivered immediately unless the recipient has a working schedule configured. If an alert is generated outside the staff member’s working hours, the email is held and delivered at the start of their next working period. Dashboard alerts always appear immediately, regardless of working schedules.