Agency Notification Settings
Agency Notification Settings control how and when RAM communicates with your users. These settings are critical for:
- Certification expiration reminders
- Asset maintenance / inspection reminders (if enabled)
- Agency-wide announcements and operational notifications
Notification behavior depends on your Agency Timezone. Confirm your timezone is correct in Agency Profile to ensure notifications trigger when expected.
Accessing Notification Settings
- Navigate to Agency Settings → Notification Settings (or Notifications depending on your menu layout).
- You must have Administrator permissions.
System-Wide Policies
These settings apply to all users and may not be overridable (depending on your configuration):
- Force Certification Notifications — users must receive certification expiration alerts
- Force Asset Notifications — users must receive asset-related alerts
- Allow User Preferences — whether users can customize notification preferences
- Enable Email Notifications — allow notifications to be sent via email
Default User Settings
Defaults applied to new users (existing users may override if allowed):
- Default warning days for certification expirations
- Default warning days for asset notifications
- Email enabled by default
- In-app notifications enabled by default
Email Configuration
Optional agency-wide text elements used in outbound emails:
- Email Signature
- Notification Footer
These help keep messages consistent and professional.
Recipient Configuration
Some notification types require dedicated recipients (for example, compliance officers, training coordinators, or leadership roles). Review:
- Certification report recipients
- Asset expiration recipients (if assets are enabled)
Asset Notification Settings
When the Assets feature is enabled, RAM can send notifications for critical asset dates. These settings are managed in Agency Settings → Notification Settings under the Asset Notifications section.
Asset notification settings are separate from certification notifications. Configure each type based on your organization's operational requirements.
Notification Types
RAM tracks and sends notifications for four types of asset dates:
| Date Type | Description | Use Case |
|---|---|---|
| Warranty Expiration | When manufacturer warranty ends | Plan for extended warranty purchase or budget for replacement |
| Asset Expiration | When consumable items expire | Medical supplies, batteries, medications, food rations |
| Maintenance Due | When scheduled maintenance is required | Vehicle servicing, equipment calibration, annual inspections |
| Inspection Due | When periodic inspection is needed | Safety gear checks, rope inspections, AED checks |
Configuring Warning Periods
For each notification type, you can set how many days in advance to send alerts:
| Setting | Recommended Default | Notes |
|---|---|---|
| Warranty Warning Days | 30-60 days | Allow time to arrange extended coverage or budget for replacement |
| Expiration Warning Days | 30-90 days | Depends on procurement lead time for replacements |
| Maintenance Warning Days | 14-30 days | Allow time to schedule service appointments |
| Inspection Warning Days | 7-14 days | Allow time to assign and complete inspections |
Multiple Warning Levels
RAM can send escalating notifications as dates approach:
| Warning Level | Typical Timing | Purpose |
|---|---|---|
| Early Warning | 60-90 days | Planning and budgeting |
| Standard Warning | 30 days | Take action |
| Urgent Warning | 14 days | Immediate attention needed |
| Critical Warning | 7 days | Final reminder |
| Overdue | Past due date | Escalation to supervisors |
Notification Recipients
Configure who receives asset notifications:
- Assigned User — The team member currently assigned to the asset
- Asset Manager — Designated equipment manager role
- Supervisors — Team leads or supervisors for escalation
- Custom Recipients — Specific email addresses for compliance or logistics
Enabling/Disabling by Asset Type
You can enable or disable notifications for specific asset types. For example:
- Enable expiration notifications for Medical Supplies
- Enable maintenance notifications for Vehicles
- Disable warranty notifications for low-value Consumables
Best Practices
General
- Align warning intervals with how long renewals typically take
- Use forced notifications only for mission-critical requirements
- Keep recipients lists small and purposeful (avoid alert fatigue)
- Validate timezone first — it's the silent killer of "why didn't I get the email?"
Asset Notifications
- Stagger warning periods — Avoid setting all notifications to the same day count; use 90/60/30/14 day intervals
- Match lead times — Set warning periods based on how long it actually takes to procure replacements or schedule service
- Prioritize safety-critical assets — Enable all warning levels for life-safety equipment (AEDs, rescue ropes, medical supplies)
- Review regularly — Audit notification settings quarterly to ensure they match operational needs
- Document procedures — Ensure team members know what action to take when they receive each notification type
Related Pages
- Asset Management — Full guide to managing equipment and inventory
- Agency Profile — Timezone and contact information
- Agency Certification Templates — Certification tracking
- Agency Getting Started — Initial agency setup