As a site administrator, you can manage all performance alerts from the Performance alerts tool on the administrator interface. This tool allows you to see, adjust or remove all performance alerts that have been set up by members of your organization.
If you are a site administrator, you will also be able to create new performance alerts from the tool. However, the site owner and team administrators can only create new performance alerts using the web version of Teamworks AMS.
Managing performance alerts
Opening the Performance alerts tool will show you a list of all alerts that members of your organization have created. You can sort by alert name using the Sort button, search for an alert or filter the list by any of the alert fields. If there are many alerts and you can’t easily see the one you need, use the search bar to look for a specific alert. Or if you want to find all alerts associated with a particular athlete or group, you can use the collapsible search menu to see which alerts have been set up for people. When you need to know exactly which alerts have been based on a specific event form, you can search by form as well.
The filter options allow you to filter the list by:
- The Name of a performance alert (i.e. what the creator saved it as).
- Message contents, which is helpful when you know all or part of the message that’s being received by someone.
- Owner (who created the alert).
- An Athlete who is being monitored by an alert.
- A Group of athletes monitored by an alert.
- The event Form triggering the alert.
- Whether the alert is configured to Send PDF – this is useful to find out how often PDF documents are being sent outside of your AMS site.
- Whether the alert is configured to Add to inbox.
- Whether the alert is configured to Add to activated alerts.
- Whether the alert is configured to Append with players details.
To edit an alert, select it from the list. Alternatively, hover over the alert to reveal the more options menu to the right of the list and select Edit. This will open the alert and allow you to edit any details. You can also edit any other attributes of a performance alert, such as who is being monitored or notified. Note that any changes you make here are applied as soon as you save them, but the alert’s owner will continue to be able to edit their alert and may modify or revert your changes.
You can also use the more options menu to the right of the alert to Duplicate or Delete the alert. The duplicate alert will have (copy) appended to the alert name. All settings except for monitored users and recipients of the alert will be copied over to the duplicate.
Creating a performance alert
When setting up a performance alert, you need to set the following properties:
- The name of a performance alert. This is how the alert will appear in your list of activated alerts and is also included in the information sent to the alert's recipient. Performance alerts are processed by a third party, so please be mindful of avoiding the inclusion of any personally identifiable information in the alert name.
- The owner.
- The criteria.
- The delivery method.
- The message content and other optional settings.
- Users and/or groups who are monitored by the alert.
- Users who should receive the alert.
Owner
The Owner refers to the user who set up the alert. If needed (such as in the case of a staff member retiring or manager transferring to another organization), you can re-assign ownership of an alert to another person. This person will need to have the same group and role permissions that allowed the original owner to set up the alert.
Criteria
Set criteria for the performance alert so that the alert fires when an event form record is saved. Set the event form that triggers the alert, then choose when the alert should be triggered using one of the options below.
- Is saved (all updates): An alert will be sent each time a record is edited and saved for the monitored accounts or groups which meets the criteria you’ve set (if any). This includes the first time a record is saved after its creation and any subsequent saves. If no changes were recorded in the form, the performance alert will not be sent.
- Is created: An alert will only be sent when a record is first saved. No alert will be sent for subsequent saves, even if the data within the record is changed.
- Is changed: An alert will only be sent when the data entered in the record is changed. No alert will be sent when the record is initially created or if the record is saved with no changes made within it.
In addition to the above settings, you can also set specific values within the form as criteria for whether the alert should fire. For example, you may only want a performance alert for a Wellness event form to fire if the Total Wellness Score field is greater than a threshold value. You can add these by selecting Check if equal to and entering any conditions.
When applying multiple conditions, you can choose to match all or any of the conditions. Alternatively, clear all conditions to trigger the alert without conditions.
If the alert is being triggered when the record is changed or saved (all updates), you can additionally set conditions based on fields changing from a given value. Add these by selecting Check if changed from and enter a condition. The condition may be changed from a specific value in the form or changed from anything except a value in the form.
You need a minimum of Read access to the event form in your role to be able to set specific conditions for the alert.
Delivery methods
You can use any of the following delivery methods when setting up a performance alert:
- Email: The alert message will be sent to the email address associated with the recipient’s AMS account.
- SMS (text message): The alert message will be sent to the mobile phone number associated with the recipient’s AMS account.
- SMS and email: The alert message will be sent to the email address and mobile phone number associated with the recipient’s AMS account.
- Push notification: The alert message will appear as a push notification if the recipient has the AMS mobile app installed and configured to receive notifications.
- Push notification and email: The alert message will appear as a push notification if the recipient has the AMS mobile app installed and will be sent to the email address associated with the recipient’s AMS account.
Messages cannot be larger than 120 characters if you are sending it via SMS. If it is longer than 120 characters, the message will be cut off after it reaches the character limit.
A critical consideration for setting up performance alerts which get sent out to someone’s email addresses is whether or not the content and frequency of performance alerts will cause these emails to be marked as spam by the receiver and/or blacklisted by the user’s email service.
Purely factual messages that contain accurate information about who authorized the sending of the message and how to contact them (such as performance alerts and reminders) are generally exempt from spam legislation; however, email service providers may have their own rules to define what is considered spam and what is not. Some email service providers, such as Gmail, allow people to mark emails as spam. The consequence of sending unnecessary or unwanted performance alerts to members of your organization may be that these emails get marked as spam and future alerts don't get seen, so always take necessity into account when setting up performance alerts.
Message content
Since the alert criteria aren't visible to the recipient, it's helpful if you provide a message explaining why they're receiving the alert and what action to take next.
You can also include other options in the performance alert by using the tick boxes at the bottom of the message:
- Enable Contact details to include the athlete’s contact number and email address in the performance alert. You can use this when you want the person receiving the alert to easily make contact with the monitored athlete if required. A performance alert notification always contains the athlete’s name, either in the subject line or at the start of the SMS.
- Enable Link to event to include a direct link to the event form record that triggered the alert in the notification. Navigating to the link will open the record in AMS through a web browser.
- Enable PDF of event to attach a PDF of the event form record that triggered the alert. An attachment is only sent if the communication preference is email. If this contains sensitive information, carefully consider whether it should be included as a PDF attachment.
The last option is to choose whether to add the alert to activated alerts. This is available on the web version of AMS to users with the Performance alerts (read) system permission and will show which alerts have been triggered and allow you to action them.
Setting monitored users and groups
Each performance alert must be configured to monitor either individual user accounts or groups of user accounts, to look for records that meet the alert criteria. If Monitored groups are assigned, these will dynamically monitor any members of the group and can therefore be more efficient than updating alerts whenever groups change.
Requirements for receiving a performance alert
Each performance alert must also be configured with Recipients who will receive the alerts. A user can be both a monitored user and a recipient, and this will allow them to receive alerts triggered by their own data.
For someone to be able to receive a performance alert, they must have an account with the appropriate AMS access and permissions:
- Their role must have a minimum of read permission to the event form that is triggering the alert.
- They must have access to the user being monitored by the alert. If the recipient of the alert isn’t the monitored user, they need to be a coach of the group that the monitored user is assigned to. If they’re receiving an alert about themselves, they would not need to be a coach (as they automatically have permission to view their own data).
- No system permissions are required to receive an alert. However, if you’re including a direct link to the event form record, the recipient of the alert needs the Enter Data system permission to be able to access this link.
For alerts which are sent via email or SMS, it’s essential that the recipient has an accurate email address and mobile number associated with their AMS account. Alert emails are sent from noreply@smartabase.com and SMS alerts are received from an unmonitored text message service.
If the alert is an app notification, they will need to be logged into the AMS mobile app to receive it. In the Athlete app, a PIN must be set up to receive alerts. This is not a requirement of the other mobile apps.
Enterprise configurations
If your AMS site is part of an enterprise server and the appropriate sharing configurations exist, linking or copying forms between sites may be possible. However, performance alerts cannot be linked or copied between sites. Be aware that creating a performance alert using a linked form and applying it to users who are linked to multiple sites will cause it to trigger on each site that it’s created. Therefore, if the same performance alert is configured on multiple sites, it will trigger multiple times.