Types of Alerts and Asset Tracking Software

asset tracking softwareWith our asset tracking software, manage alerts by subscribing to events or actions that generate emails, or switch to a daily digest of alerts to ensure that all information reaches interested parties.

CONTENTS:
1) Alerts and Members
2) Custom Notifications and Newsletters
3) Types of Alerts
Alerts for Check-in/out
Alerts for Reservations
Alerts for Services and Preventive Maintenance
Alerts for Items
Alerts for Purchase Orders
Alerts for Work Orders
Alerts for Bundles
Alerts for Locations
Alerts for Members
4) Group and Location based Notifications
5) Time for Alerts
6) Send Email Alerts using your Company URL

ALERTS AND MEMBERS

All confirmed members receive emails based on their selected actions of interest, for example, checkout, check-in, etc. Staff members receive emails they’ve subscribed to only when they’re involved in the action, while administrators receive emails for all actions across the company.

For more details on what type of alerts each user-level receive in our asset tracking software, click here.

Read More: Types of Members in EZOfficeInventory

CUSTOM NOTIFICATIONS AND NEWSLETTERS

Send email-based reminders for specific events, choose which alerts get sent out, and customize email content for each alert type. Customization does not apply for mail digests.

Account owners and administrators can choose to receive our monthly newsletters as well that give a glimpse of regular feature releases and enhancements done to our asset tracking software.

Learn More: Customizing Email Alert Templates

TYPES OF ALERTS AND ASSET TRACKING SOFTWARE

Alerts for Check-in/Checkout

Use our equipment management software to check assets in and out effortlessly, empowering asset custodians to play an active role in keeping asset information up to date.

Following table details how each type of check-in/checkout email alert functions in our app:

Type Function Alert(s) sent to
Check-in This alert serves to inform you that a User has checked in an item. Admin(s) and the Staff User(s) involved in the action.
Check-in Package (To enable this, the ‘check-in’ alert must be checked) This alert serves to inform you that a User has checked in a Package with mentioned items. Admin(s) and the Staff User(s) involved in the action.
Check-in Request Email alert to inform User A that User B has requested check-in of one or multiple items in possession of User A. Admin(s) and the Staff User(s) involved in the action.
Check-in due today Email alert to notify which items are due to be checked in today, say, by User A. Admins only
Check-in due in — days Email alert to notify which items are due to be checked in after specified number of day(s) by User A, e.g. after 1 day. Admins only
Check-in Approval Request – Item This is used to inform an Admin that User A has requested check-in of one or multiple items in possession of User A. Admin can then choose to approve the request by logging into the account. Admin(s) and the Staff User(s) involved in the action.
Check-in Denied by Administrator – Item Email alert to inform that check-in request by User A for an item has been denied by the Admin. Admin(s) and the Staff User(s) involved in the action.
Check-in Approved by Administrator – Item Email alert to inform that check-in request by User A for an item has been approved by the Admin. Admin(s) and the Staff User(s) involved in the action.
Check-in Approval Request – Cart This is used to inform an Admin that User A has requested check-in of one or multiple Carts in possession of User A. Admin can then choose to approve the request by logging into the account. Admin(s) and the Staff User(s) involved in the action.
Check-in Denied by Administrator – Cart Email alert to inform that check-in request by User A for a Cart has been denied by the admin. Admin(s) and the Staff User(s) involved in the action.
Check-in Approved by Administrator – Cart Email alert to inform that check-in request by User A for a Cart has been approved by the admin. Admin(s) and the Staff User(s) involved in the action.
Overdue Items*

* Template cannot be customized

Email alert to inform you which items are due for check-in by User A. Admins only
Checkout This email serves to inform you that one or multiple items have been checked out to User A with check-in date specified. Admin(s) and the staff user(s) involved in the action.
Package Checkout This informs you that a package has been checked out to User A consisting of mentioned items with check-in date specified. Admin(s) and the staff user(s) involved in the action.
Extend Checkout Email alert to inform you that check-in due date has been updated or extended to another date for one or more items. Admin(s) and the staff user(s) involved in the action.

Read More: Calendar Management for Asset Tracking Software

Alerts for Reservations

Reservations are considerably richer and more robust in our asset management software. With support for new workflows and insights, make clash-free and conflict-free reservations by easily resolving potential scheduling clashes.

Following is the table that defines the functionality of each alert type related to reservations:

Type Function Alert(s) sent to
Reservations starting today *

* Template cannot be customized

This alert serves to inform you that one or multiple items are reserved by User(s) starting today. Actions can be taken on Reservations by Admin(s). Admins only
Reservations starting in — days *

* Template cannot be customized

This alert serves to inform you that one or multiple items are reserved by User(s) starting after specified number of days, say, in 1 day. Actions can be taken on Reservations by Admin(s). Admins only
Reservation Request Email alert to inform you that User A has requested a Reservation for an item. Admin can later approve or deny the request based on availability. Admin(s) and the Staff User(s) involved in the action.
Cart Reservation Email alert to inform you that User A has requested a Reservation on specified dates for one or multiple items added to a Cart. Admin(s) and the Staff User(s) involved in the action.
Reservation of Cart Pending*

* Template cannot be customized

Email alert to inform you that reservation by User(s) for one or more items is pending on specified dates. Go to the Reservations page from notification bell to approve/decline request. Admin(s) and the Staff User(s) involved in the action.
Reservation Approved*

* Template cannot be customized

Email alert to inform that reservation request by User A for an Item has been approved by the Admin. Admin(s) and the Staff User(s) involved in the action.
Reservation Denied*

* Template cannot be customized

Email alert to inform that reservation request by User A for an Item has been denied by the Admin. Admin(s) and the Staff User(s) involved in the action.
Reserved Cart Changes*

* Template cannot be customized

Email alert to inform about changes made by User A to a Cart Reservation. It can either be an item addition or removal. Admin(s) and the Staff User(s) involved in the action.

Read More: Reserve items with more insight and clarity in EZOfficeInventory

Alerts for Services and Preventive Maintenance

Routine maintenance issues are a hassle of the past with our preventive maintenance software. Send out alerts to relevant parties on service initiation, completion, extension, or comments.

See the following table to understand how the service alert types work:

Type Function Alert(s) sent to
Service record created Email Alert for service ticket on one or more items. Admin(s) and the Staff User(s) involved in the action.
Service started on an asset Email alert to notify about service started on an Asset. Admin(s) and the Staff User(s) involved in the action.
Service started on a package (To enable this, the ‘service started on an asset’ alert must be checked) Email alert to notify about service started on Asset(s) that are part of a Package. Admin(s) and the Staff User(s) involved in the action.
Service Extended for an Asset Alert on modified availability date for an Asset due to extended service on it. Admin(s) and the Staff User(s) involved in the action.
Service Extended for a Package (To enable this, the ‘service extended for an asset’ alert must be checked) Alert on modified availability date for multiple Assets in a Package due to extended service on them. Admin(s) and the Staff User(s) involved in the action.
Service Completed on an Asset This email serves to inform you that an Asset ‘under maintenance’ has been made available after service completed. Admin(s) and the Staff User(s) involved in the action.
Service Completed on a Package (To enable this, the ‘service completed on an asset’ alert must be checked) This email serves to inform you that multiple Assets in a Package ‘under maintenance’ have been made available after service completed. Admin(s) and the Staff User(s) involved in the action.
Service Completion Due on an Asset This email serves to inform you that an Asset ‘under maintenance’ requires attention when the due date arrives, say, end service to make it available for checkout. Admin(s) and the Staff User(s) involved in the action.
Comments on Services An email is sent to you when a User comments on the service you created for an Asset. Admin(s) and the Staff User(s) involved in the action.
Recurring Service Pending Email alert to inform you that a recurring service is pending on one or more Assets. Go to the Services page from notification bell to begin maintenance on them. Admin(s) and the Staff User(s) involved in the action.
Service Pending in — days This alert serves to inform you that a service pending on one or more items is starting after specified number of days, say, in 1 day. Actions can be taken on Services by Admin(s). Admin(s) and the Staff User(s) involved in the action.

Read More: Preventive Maintenance Management in EZOfficeInventory | 5 ways CMMS helps you reduce maintenance costs

Alerts for Items

Along with assets, asset stock and consumable items such as inventory can also be tracked by location. Get low stock alerts and transfer stock across sites with ease.

When the actions involving retiring, reactivating, or deleting an asset, adding, removing and transferring stock take place, alerts are triggered (shown in the table below). 

Type Function Alert(s) sent to
Retiring Asset Email alert to notify you that an item has been sent to retired state by an Admin. You can visit the item details page to reactivate it for checkouts again. Admins only
Reactivating Asset This email serves to inform you that a retired item has been activated and will be available for checkout now. Admins only
Deleting Asset This email alert is sent to inform you that one or more items have been deleted by an Admin or you. A CSV file is also sent along with details on the items deleted. Admins only
Scanning Asset Label Email alert sent when an Asset label is scanned. Admins only
Remove Stock/Add Stock Inventory Email alert sent when a certain stock quantity is added or removed from a location by a User, say, 10 juice boxes worth $240. Admin(s) and the Staff User(s) involved in the action.
Transfer Stock (To enable this, the ‘Remove Stock/Add Stock Inventory’ alert must be checked) Email alert when a certain quantity of Inventory or Asset Stock has been transferred from one location to another e.g. 10 juice boxes transferred from Warehouse to NY Summit Booth. Admin(s) and the Staff User(s) involved in the action.
Low Stock Threshold Alert When you have set a threshold for stock quantity, say, 20 for NoteBooks, you will receive a trigger alert when net quantity reaches a low level. Admins only
Location Based Threshold Alert When you have set a location based threshold for stock quantity, say, 20 for NoteBooks in NY Bookstore, you will receive a trigger alert when net quantity in that location reaches a low level. Admins only
Email Print Labels *

* Template cannot be customized

Email sent when print labels are requested for one or more items with PDF attached containing the labels. You can customize print labels from More → Printout templates → Labels. Learn More Admins only
Custom Field Alert *

* Template cannot be customized

When you set up a date alert in a Custom Field for an item, an email alert is sent when the date arrives. Learn More Admins only
Audit Requested This email serves to inform you that your audit/possession verification request has been sent to User A for one or more Assets currently in their possession. Learn More Admin(s) and the Staff User(s) involved in the action.
Audit Completed This email serves to inform you that User A has verified/acknowledged possession for one or more Assets checked out to the User. Admin(s) and the Staff User(s) involved in the action.

Read More: Types of Items | Item Excel Import in Asset Tracking Software

Alerts for Purchase Orders

Keep track of Purchase Orders alongside your assets. Automatically update items linked to Purchase Orders, and manage vendors and procurement costs all from one place.

Receive email alerts for Procurement management when you are pending delivery on items on creating purchase orders (see the table below).

Type Function Alert(s) sent to
Items Pending Delivery This email alert serves to inform Admins that a PO has been confirmed and is now pending delivery from the Vendor. Admins only
Marked Complete Email alert to inform that a PO has been completed by an Admin. Admins only
Items Received Email alert to inform that items in a PO have been received. Admins only
Request for Stock Email alert when a certain quantity of Inventory or Asset Stock has been requested for replenishment at a Location. Admins only
Request Approved Email alert when a request for certain quantity of Inventory or Asset Stock has been approved by an Admin. Admin(s) and the Staff User(s) involved in the action.
Request Denied Email alert when a request for certain quantity of Inventory or Asset Stock has been denied by an Admin. Admin(s) and the Staff User(s) involved in the action.
New Comment Added An email is sent to you when a User comments on a PO. Admin(s) and the Staff User(s) involved in the action.

Read More: Procurement Management in EZOfficeInventory

Alerts for Work Orders

Keep track of Work Orders alongside your Assets. Take control of maintenance and inspection of items linked to Work Orders, and keep staff users accountable for their tasks all from one place.

Receive email alerts for work order management by keeping tabs and watching a work order(see the table below).

Type Function Alert(s) sent to
Assignee Selected This email alert serves to inform that a User has been selected as an Assignee for a Work Order. Admin(s) and the Staff User(s) involved in the action.
Reviewer Selected This email alert serves to inform that a User has been selected as a Reviewer for a Work Order. Admin(s) and the Staff User(s) involved in the action.
Work Order Started Email alert to notify about the status of a Work Order i.e. in progress. Admin(s) and the Staff User(s) involved in the action.
Work Order Completed Email alert to notify about the status of a Work Order i.e. completed. Admin(s) and the Staff User(s) involved in the action.
Work Order Marked as Pending Review Email alert to notify about the status of a Work Order i.e. pending review. Admin(s) and the Staff User(s) involved in the action.

Read more: Work Order Management in EZOfficeInventory

Alerts for Bundles

Receive email alerts for ready-to-print labels for Bundles on requesting via the Bundle details or listing page (see the table below).

Type Function Alert(s) sent to
Email Print Labels*

* Template cannot be customized

This email alert is sent to you when ‘Print Labels’ request is made for Bundles. The email consists of a ready-to-print PDF attachment. Admins only

Alerts for Members

Receive email alerts for ready-to-print labels for Members on requesting via the Member details or listing page (see the table below).

Type Function Alert(s) sent to
Email Print Labels*

* Template cannot be customized

This email alert is sent to you when ‘Print Labels’ request is made for Members. The email consists of a ready-to-print PDF attachment. Admins only

Alerts for Locations

Receive email alerts for ready-to-print labels for Locations on requesting via the Location details or listing page (see the table below).

Type Function Alert(s) sent to
Email Print Labels*

* Template cannot be customized

This email alert is sent to you when ‘Print Labels’ request is made for Locations. The email consists of a ready-to-print PDF attachment. Admins only

Group and Location based Notifications

We also give you the flexibility of being notified based on groups and locations in our asset tracking software. You can prioritize them in the Alerts page at the end of alert types. See image below:

groups and locations

TIME FOR ALERTS

EZOfficeInventory allows you to set time for alerts. You receive email alerts subscribed on your selection of events in the Alerts page. You can also receive check-in overdue alerts within an hour of occurrence if you don’t want to fall behind in asset management. To do this, go to Company Settings → Policy → Time for Alerts.

SEND EMAIL ALERTS USING YOUR COMPANY URL

By default, the emails regarding an equipment return date, or a reservation starting date are sent from the EZOfficeInventory domain. Using our asset tracking software, you can choose to send these emails from an email address that belongs to you or your company. You can enable this feature from Settings → Company Settings → Company Profile → System Generated EmailsLearn More


Have feedback about our asset tracking software?

EZOfficeInventory is the leading asset tracking software used by SMBs all over the globe. Sign up today for a free 15-day trial.

For more assistance, drop us an email at support@ezofficeinventory.com. You can also share your ideas on our Community Forum or visit our knowledge base and blog for detailed support posts.

Join the Conversation: Twitter | Facebook | LinkedIn


Related Posts

Flavors of Arbitrations in EZOfficeInventory

Managing Access Control for Asset Management

Utilize Items Reports and Data Insights for better Inventory Control