Case alerts email you and your team when a client's case is close to its expiry date or has reached a set level of utilisation. You don't have to run a case report to check end dates, and you can act before a case expires or runs low.
This guide shows you how to turn on case alerts, choose when they're sent and who gets them, and what to check if an alert doesn't arrive.
Before You Begin
You'll need a case for the client. More on setting up cases →
To send alerts to a team rather than individual users, create a user group first. More on user groups →
Turn on case alerts
Go to Clients and select the client.
Open the Cases tab and click Edit next to the case.
Scroll down and turn on Case alerts.
Choose when the alert is sent. The options are explained under "Case expiry notifications" and "Case utilisation notifications" below.
Select the users or user groups who should get the email.
Save the case.
When the case reaches the point you set, splose emails the users and user groups you selected.
Case expiry notifications
Choose how many weeks or months before the case's expiry date the alert is sent. Allow enough time to act, such as getting a new referral or a new plan.
Case utilisation notifications
For hours and budget cases, set the percentage of the case that's used before the alert is sent, for example 80%.
For appointment cases, set the number of appointments instead; for example, an alert once five out of six appointments are invoiced.
Select individual users or user groups to receive these email notifications.
Things to Note
Alerts belong to each case. If you set up a new case for a client's next referral or plan, set up its alerts too.
Case alerts are email notifications. They don't stop bookings. To block bookings that would go over a case, use the booking block setting. More on blocking bookings →
Frequently Asked Questions
Can I send case alerts to a whole team?
Can I send case alerts to a whole team?
Yes. Select a user group as the recipient, and everyone in the group gets the email. More on user groups →
Troubleshooting
Case alert notifications
I'm not getting case alert emails. What should I check?
I'm not getting case alert emails. What should I check?
Edit the case and check that:
Case alerts are turned on, and the timing or utilisation level is set.
You, or a user group you're in, are selected to receive the alert.
The case's appointments and support activities are linked to it.
If it's all set up, check your spam or junk folder, and add splose's sender addresses (notifications@splose.com and no-reply@splose.com) to your safe senders.