Overview
Atrieve provides several notification options for employees, replacement employees, and dispatch administrators. Notifications can be sent by email and/or text message for:
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Requested employee opportunities in Workboard
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Dispatches that are accepted
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Dispatches that are cancelled
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Dispatches that are closed
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Pre-arranged (confirmed) replacement assignments
The notification methods and recipients are controlled through a combination of employee profile settings and Dispatch configuration.
Employee Text & Email Profile Setup
Before an employee can receive text or email notifications, they must configure their Text & Email Profile.
In the Web Portal, Navigate To
My Info → Phone & Email → Text & Email Profile
Configure Text Notifications
Set:
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Text Message = Yes
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Primary cell phone number
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Secondary cell phone number (optional)
Configure Email Notifications
Set:
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Email Message = Yes
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Primary email address
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Secondary email address (optional)
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Send to Work Email = Yes (optional). This will use the email address found in Employee Demographics.
After saving the profile, the user will receive a test notification.
Important
Start Time/End Time settings for text and email notifications are being removed in Release 26.11.0.0.
Carrier selection fields will also be removed in a future release because they are no longer required with the Twilio texting integration.
Requested Employee Notifications (Workboard)
When a replacement employee is specifically requested for an absence, Workboard can send a text message and/or email advising them of the opportunity.
Enable and Customize Notification Templates
Navigate to: Tools → Security & Setup → User Profile Maintenance → ADW Tab
Navigate to the ADW profile configuration and enable:
Texting - Notify requested employees via text or email messaging = Y
Configure the fields:
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Texting - Email Address of Sender: only use noreply@atrieveerp.com
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Texting - Email/Text Message Subject
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Recommended: You have been requested for job <ABS_ID>
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Texting - District Name to appear in text or email message
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Texting - Email Body
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Recommended: You have been requested for job <ABS_ID> at <LOCATION> from <START_DATE> to <END_DATE> working as a <POSITION> from <START_TIME> to <END_TIME>. The absent employee is <ABS_EMP>. You must go to Workboard in order to accept the job. Once you are on Workboard, click the ID number, then click the Accept button.
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Texting - Text Message Body
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Recommended: You have been requested for job <ABS_ID> at <LOCATION> from <START_DATE> to <END_DATE> working as a <POSITION> from <START_TIME> to <END_TIME>. The absent employee is <ABS_EMP>. You must go to Workboard in order to accept the job. Once you are on Workboard, click the ID number, then click the Accept button.
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These settings allow districts to customize the notification content sent to requested employees.
Dispatch Accepted, Cancelled and Closed Notifications
Notifications for Accepted, Cancelled, and Closed dispatches can be activated regardless of what (if any) Atrieve dispatching product you use. Even if you fill absences manually, you can take advantage of this functionality.
Atrieve can automatically notify various stakeholders when a dispatch is:
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Accepted (Dispatched)
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Cancelled
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Closed
Recipients may include:
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Absent Employee
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Location Principal
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Location Email Address 1
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Location Email Address 2
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Location Email Address 3
Text messaging is supported only for the absent employee. Location-based notifications are sent by email.
Configuration Requirements
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Employee Profile
The absent employee must have a Text & Email Profile configured if you configure the absent employee to be notified.
My Info → Phone & Email → Text & Email Profile
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Location Principal Email
The Principal found on the Location Codes must have an email address configured in HR Demographics if you configure the Location Principal to be notified.
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Location Email
Location email addresses must be configured on the Location Code if you configure the Location Email Address 1-3 to be notified.
Configure Notifications
Navigate to: Dispatch → Automated Dispatch Profiles → ADS Profiles → ADS Group Profile → Page 5
Field: Notify When Dispatch Accepted, Cancelled or Closed
Recipient Codes
|
Code |
Recipient |
|---|---|
|
A |
Absent Employee |
|
P |
Location Principal |
|
1 |
Location Email Address 1 |
|
2 |
Location Email Address 2 |
|
3 |
Location Email Address 3 |
Event Codes
|
Code |
Event |
|---|---|
|
D |
Dispatch Accepted |
|
C |
Dispatch Cancelled |
|
L |
Dispatch Closed |
Example
To notify all recipients for all events:
A=DCL,P=DCL,1=DCL,2=DCL,3=DCL,
Leaving the field blank disables these notifications.
Notification Templates
Navigate to:
Tools → Security & Setup → User Profile Maintenance → ADS Tab
Configure the notification templates related to:
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Dispatch Cancellation Notification.
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Dispatch Close Notification.
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Dispatch Creation Notification.
For more information on these templates, visit: https://atrieve.powerschool-docs.com/atrieve-global/latest/ads-automated-dispatching-system
These templates control the content sent to confirmed replacement employees.
Additional Notes
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Notifications are not generated for dispatches created or cancelled in the past.
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If the absent employee is a pseudo employee, only location-based notifications are sent.
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When authorizer locations are used, notifications are sent to the authorizer location unless configured to notify both locations (Web Portal: Tabbed Profile Maintenance →ADS Tab → Notify both authorizer and actual locations)
Pre-Arranged (Confirmed) Replacement Notifications
When an absence is entered with a replacement employee already selected as a confirmed or pre-arranged replacement, Atrieve can automatically notify that replacement employee.
This ensures the replacement employee is aware they have been committed to the assignment.
These notifications can be activated regardless of what (if any) Atrieve dispatching product you use. If employees are entering absences online and have access to pre-arrange their replacements, this functionality can be activated.
Configuration Requirements
1. Employee Profile
The replacement employee must have a Text & Email Profile configured.
My Info → Phone & Email → Text & Email Profile
2. ADS Group Profile
Navigate to:
Dispatches → Automated Dispatch Profiles → ADS Profiles → ADS System (and Group) Profile → Page 5
Configure:
CR=D
Where:
|
Code |
Meaning |
|---|---|
|
CR |
Confirmed Replacement Employee |
|
D |
Dispatch Created |
This sends a notification when a replacement employee is entered as a confirmed replacement.
3. Notification Templates
Navigate to:
Tools → Security & Setup → User Profile Maintenance → ADS Tab
Configure the notification templates related to Dispatch Creation Notification.
For more information on these templates, visit: https://atrieve.powerschool-docs.com/atrieve-global/latest/ads-automated-dispatching-system
These templates control the content sent to confirmed replacement employees.