Team Notifications

Introduction

Team Notifications are a tool for notifying crew members in advance of the assignments they have on a given day, with an opportunity for them to confirm or reject those assignments. The notifications can be delivered by email or SMS and the team member can respond directly to the email/SMS, use the web or mobile interfaces. Schedulers are able to review these responses and to resend the notifications if no response has been received.

Turning on Team Notifications

Team notifications are enabled from the Team Notifications Settings page. The master switch controls whether this feature is active. You can also set the time zone, notification type (SMS/email) and the time of delivery.

Team Notification settings

Team Notification settings

Limited Access Role

The Limited-Access role provides a set of permissions that allows team members to see their own appointments and appointment statuses, but does not allow them to make changes. The Limited-Access role is ideal for part-time workers who need access to Task information, but are not actively engaged in managing tasks. Team Notifications work for all Arrivy team members (regardless of permissions) as long as they are assigned to Tasks.

Team Member Responses

At the specified time, crew members who have upcoming assignments will receive SMS and/or email notifications listing all the tasks they are assigned to. Team members can respond directly via SMS or email to indicate acceptance or rejection of all the assignments.

Example Notification email sent to Team member

Example Notification email sent to Team member

If they need to accept some of the assignments but not others, the communications contain a link to register their choices on Arrivy.com.

Team members can respond to reminders, selectively

Team members can respond to reminders, selectively

Reviewing Responses

Making it easy for the scheduler to know which tasks are staffed and which are not was a critical requirement for the Team Notifications features. Thus, the scheduler can tell at-a-glance which tasks require staffing from the Dashboard and Calendar views.

From the Dashboard

In the Dashboard view, schedulers can easily see who has accepted or rejected tasks according to the color of the border circle around their photo. A green border indicates the team member has accepted the task; a red border means the task has been rejected and a gray circle indicates no response.

Team Notification responses on the Dashboard

Team Notification responses on the Dashboard

From the Calendar Views

Tasks View

When Team Notifications are enabled a circle icon appears on each appointment in Tasks View.

  • A green circle indicates appointment full staffed
  • A yellow circle indicates at least one team member accepted the Task and others not responded
  • A gray circle indicates no team member has responded
  • A red circle indicates at least one team member has rejected appointment

Hovering the cursor over the circle icon provides a more explicit readout of Task Status. This provides a quick-but-powerful tool for understand your staffing status and needs. The Team & Equipment View provides additional tools for managing staff notifications.

Calendar view of Team Notification responses

Calendar view of Team Notification responses

Team & Equipment View

The Team & Equipment view is the primary view we expect schedulers to work in to review acceptance of team assignments. In this view, the green/yellow/gray/red circles are associated with a single team member and a single task (in Calendar view, they related to all team members).

The colored icon next to the Team members name/icon indicates whether they have accepted all Tasks (green), some Tasks (yellow), no Tasks (red), or have not responded (gray). You can resend notifications to any non-responsive team members using the “Resend notification” button next to their name. Clicking it will resend the email or SMS for the day’s tasks.

Team and Equipment View showing notification responses

Team and Equipment View showing notification responses

List View

The List View also shows circle icons, colored to indicate the state of staffing of each task. Their meaning is identical to that in Calendar/Task view.

List View showing Team Notifications

List View showing Team Notifications