As a site administrator, you can manage all performance alerts from the administrator interface. The Performance alert management tool gives you global visibility of alerts.
You can see, adjust or remove every single performance alert that’s been set up by members of your organization. The search features available in the collapsible sidebar make it simple to find that one alert someone set up years ago which has been plaguing its recipients. Administrators must have the Performance alerts write system permission to create a new performance alert.
Individuals can still set up their own alerts, but everyone can be certain that all alerts are useful, necessary and timely.
Using the performance alert management tool
Using the performance alert management tool is straightforward. Opening the tool will show you a list of all alerts that members of your organization have created. You can sort the list of alerts by any of the column headers – just click the column name.
To look at an alert, select it from the list and you’ll see a screen very similar to the performance alert tool. There is one extra field visible to you, which is not visible to non-administrators. This is the Owner field, which tells you who set up the alert. If you need to (such as in the case of a staff member retiring or manager transferring to another organization), you can re-assign ownership of the 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.
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.
If there are many alerts and you can’t easily see the one you need, you can use the search menu to filter 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 search menu lets you search for:
- 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.
- Send PDF – this is useful to find out how often PDF documents are being sent outside of your Smartabase site.
- Add to inbox.
- Add to activated alerts.
- Append with players details.
- Owner (who created the alert).
- An Athlete who is being monitored by an alert.
- A Group of athletes monitored by an alert.
- The Form (event form) that the alert is based upon.
Requirements for receiving a performance alert
For someone to be able to receive a performance alert, they must have an account with the appropriate Smartabase 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 person being monitored by the alert. If the recipient of the alert isn’t the monitored person, they would need to be a coach of the group that the monitored person 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 Smartabase account. Alert emails are sent from firstname.lastname@example.org and SMS alerts are received from an unmonitored text message service.
If the alert is an app notification, they will need to be logged in to an appropriate Smartabase application (e.g. Smartabase mobile application or Smartabase Athlete app) to receive it. In the Smartabase Athlete app, a PIN must be set up to receive alerts. This is not a requirement of the Smartabase mobile application.