Acuite has the ability to send out email notifications automatically for:
Audits - send audit questions to sub-contractors that have been tagged
Defects - send defects to sub-contractors and relevant parties
Health and Safety Events - to managers and relevant parties
Where HSE events, audits/checklists and defects are synced from an external source such as Procore, email notifications may not be set up in Acuite as they may come directly from the source system.
For notifications that have been set up in Acuite:
Audit Notifications (Health and Safety)
Non-compliant audit questions (on a health and safety audit) can be assigned to a company to resolve - either a sub-contractor or the main contractor. When the company is assigned to the question (and the audit is saved and locked), an email summary will be sent out.
eg:
On a Weekly Safety Audit, there is a PPE question that has been marked as non-compliant.
To assign it to a sub-contractor (or main contractor), click on the Add Sub-contractor button and select the appropriate sub-contractor to assign the non-compliant question to.
When the audit is saved and locked, a report will be sent to all people within that assigned sub-contractor, if they have been set up as contacts on that project. eg, The Crane Company - will be sent to sam@thecranecompany.co.nz, james@thecranecompany.co.nz and justin@thecranecompany.co.nz.
The email will advise them that they have been assigned to an issue to resolve.
Defects
Immediate Notification to Sub-Contractor:
When a defect is assigned to a sub-contractor, you have the option of emailing the defect to the sub-contractor as soon as you have saved it.
First, assign the defect to the sub-contractor:
Click Select Assignees and select the person you want to assign it to:
If you press OK, and notify assignees instantly, an email notification will be sent to the person immediately.
Daily Defect Summary Email
This is a round-up of all defects created and assigned that day, created and unassigned that day or closed that day.
The creator / reporter will get notified of unassigned defects. (This means if you've created a defect and not assigned it to anyone, you'll receive an email).
The assignee gets notified of assigned defects. eg, if you've assigned the defect to a sub-contractor, they will receive an email.
The closer gets notified of closed defect. ie, If you closed a defect, you'll receive a summary email of defects you've closed.
These emails are sent at the end of each day. If you opt to send out the email immediately when the defect is logged, it won't be sent at the end of the day. This is done when you select an assignee and press "Notify Assignee Immediately".
Weekly Summary Email
This is a round-up of all defects created and assigned that week, created and unassigned that week or closed that week.
The creator / reporter will get notified of unassigned defects for the previous week. (This means if you've created a defect and not assigned it to anyone, you'll receive an email).
The assignee gets notified of assigned defects for the previous week. eg, if you've assigned the defect to a sub-contractor, they will receive an email.
The closer gets notified of closed defect. ie, If you closed a defect, you'll receive a summary email of defects you've closed the previous week.
These emails are sent at 5am on Monday morning and cover the previous week from 5am the previous Monday.
Health and Safety Incidents
When incidents of certain types are added to Acuite, they can be sent out immediately to nominated people in your organisation.
High severity incidents (eg, high severity near miss, first aid incidents, medical treatment injuries and lost time injuries) are often sent immediately to high-level managers in the organisation once they have saved.
This can be done for ALL projects or it can be done at an individual project level. eg, a site manager might be set up to receive an email alert for all near misses and higher severity incidents on one project only.
This is set up within the system settings menu. Click here for information on how to set this up.
NOTE:
You can opt out of receiving emails by clicking the unsubscribe link on the email or manage notifications link (if you have an Acuite login).
To send an email to a sub-contractor, the person needs to be assigned. If the sub-contractor (company) is assigned, but a person from that company is not selected, the email notification won't be sent to the sub-contractor. The email will be sent to the person who logged the defect, because the action is on them to assign the sub-contractor (person).