Email notifications when a checklist is signed or expires

Do you want to know what’s happening with your checklists without having to look at the dashboard all the time? Email alerts tell you: when a checklist is signed or when it expires unsigned. And you decide what you want to receive and what you don’t.

Activating your alerts

Each manager manages their own alerts from Notificaciones (Notifications). There is no global setting that affects the whole team: each person chooses what interests them.

To start, go to Notificaciones and you’ll see the toggles for each type of alert. When you tap one, the change is saved instantly. There is no save button or extra steps.

The Propietario (Owner) is subscribed by default to all alerts. They can turn them off whenever they want, just like any other manager. If a manager doesn’t want to receive anything, they simply leave everything off.

When signed, when expired, or only exceptions

There are two main types of alerts:

• When a checklist is signed: you receive an email as soon as an employee signs a checklist. It lets you know the work has been done without having to go into the dashboard.
• When a checklist expires unsigned: you receive an email if the checklist reaches the end of its time slot and no one has signed it. This lets you detect delays or checklists that have been left incomplete.

In addition, in the signing alert you have the option «solo si hay incidencias» (only if there are exceptions). If you enable it, you will only receive the signing email when the checklist has exceptions (marked as «No aplica» (Not applicable) or «No se puede» (Can’t be done)) or when any record log has an out-of-range value. If everything is «Conforme» (on time), nothing is sent to you.

This option is very useful if you have many checklists a day and only want to hear about what deviates from the norm.

The scope of each alert

Each alert has its own scope. You don’t have to configure the same thing for everything. Next to each type of alert you can choose between:

• Todas las listas (All checklists): you will receive the alert for any checklist in any location.
• Un local concreto (A specific location): the alert only applies to the checklists in that location.
• Una lista concreta (A specific checklist): the alert only applies to that specific checklist.

So, for example, you can have the signing alert enabled only for one location and the expiration alert for all checklists. Or you can turn off the signing one completely and leave only the expiration one.

Remember that the scope is chosen per alert, not globally. Take a moment to review each one and adjust it to what you need.

Frequently asked questions

How do I activate an alert when a checklist is signed?

Go to Notificaciones, find the “when a checklist is signed” alert and tap its toggle. If you want to limit it to exceptions, also enable the “only if there are exceptions” option. The change is saved instantly.

Can I receive alerts only if there are exceptions?

Yes. In the signing alert, enable the “only if there are exceptions” option. That way you’ll only receive the email when there are exceptions («No aplica» or «No se puede») or out-of-range values. If everything is «Conforme», you won’t receive anything.

Are alerts per checklist or per location?

You can choose the scope of each alert: all checklists, a specific location, or a specific checklist. Each alert is configured independently, so you can combine different scopes according to what you need.