How to View Alerts

Overview

Alerts inform you about important events within your database that require attention, such as due dates, licence expiry dates, low stock levels, jobs cards that need to be approved, and more.

Once the alert has been addressed, it no longer appears on the Alerts page.

Alerts are based on security groups. If your security group enables you to access jobs, you see job alerts such as due dates, regardless of whether you are assigned or scheduled to that job. Lead and task alerts only appear under My Alerts Only if you are assigned to them.

View alerts

You can see the number of alerts in each area in the grey Alerts box in the top left of the dashboard.

Wherever you go in Simpro Premium, the total number of alerts is visible in the top right in a red circle. Click the number to access the Alerts page.

Under Display, select to view:

My Alerts Only

View only alerts for projects that are assigned to you, for example, if you are assigned as the salesperson on a job.

This also depends on your security group permissions. For example, if you have permission to approve job cards, you receive alerts for all job cards that require approval, regardless of whether you are assigned to that job.

If you are enabled to view / edit employee card files, you receive employee card file alerts for all employee card files.

All Alerts

View all system alerts applicable to your security group access, no matter who they are assigned to.

In the Alerts page, your alerts are organised by area. You can receive alerts for the following:

Recurring	Recurring invoices and recurring jobs that are due to be created. Click the link to go to the Recurring Invoices / Recurring Jobs table. Notes created in the Activity Timeline with an assigned employee and a Follow Up Date.
Leads	If you are the selected salesperson or project manager on a lead, that lead appears in My Alerts Only when it is due to be followed up, or when a note on the lead is due to be followed up. All leads that are due to be followed up and are not assigned to you appear under All Alerts.
Quotes	Quotes that: are created, accepted or declined through the customer portal are due soon are waiting for approval include a Note on the Activity Timeline which has an assigned employee and a Follow Up Date. You only view quote alerts if your security group allows you to access quotes.
Jobs	Job cards that require approval, as well as jobs that: Were created through the customer portal. Have missed a selected response time. Are due soon but not scheduled. Are due and not scheduled, invoiced or archived. Have retention available to be claimed. Have assets that need to be created. Have asset failures. Includes a Note on the Activity Timeline which has an assigned employee and a Follow Up Date. You only views job alerts if your security group allows you to access jobs.
Orders	Purchase orders that are due but have not been received. Only purchase orders that you have created appear under My Alerts Only. Purchase orders that you have not created appear under All Alerts. Click the Order No. to view the purchase order. You only view order alerts if your security group allows you to access purchase orders.
Supplier Invoices	If assets are set to be created upon Receipting of Order, receipted items that have the Asset attribute selected. Click Assets need to be created to begin creating the new asset. You only view supplier invoice alerts if your security group allows you to access purchase orders.
Customers	Customer contracts that are due to expire soon and purchased prepaid time that is due to expire soon. Click the customer name to view the customer card file, or click the contract name to view the contract. You can choose to dismiss alerts for prepaid time expiry. Customer Notes appear in assigned employees' Alerts on the Follow Up Date. You only view customer alerts if your security group allows you to access customers.
Stock	Items that have reached their set minimum stock level in a storage device. Learn more in How to Set Minimum and Restock Levels. You only view stock alerts if your security group allows you to access stock.
Tasks	Tasks that are not yet started. If you have My Alerts Only selected, you receive alerts for tasks that you are assigned to. If you have All Alerts selected, you see all tasks that are not yet started. Task Notes appear in assigned employees' Alerts on the Follow Up Date.
Employees	Employee licences that have expired. Click the employee name to open the employee card file, or click the licence name to go straight to the Licences tab. You only receive alerts for employees if your security group allows you to access employees. Employee Notes appear in assigned employees' Alerts on the Follow Up Date.
Plant & Equipment	Plant items that are due for servicing. Click the Plant No. to view the plant item. You only receive alerts for plant and equipment if your security group allows you to service plant items.
RCTI Invoices Rejected	Recipient Created Tax Invoices that have been rejected by the contractor. The reason for the rejection is listed. Click the RCTI Invoice No. to view the invoice.
Data Feed	Feeds that require action.

Clear alerts

Once an alert has been addressed it no longer appears on the Alerts page. Each alert has a unique condition that must be met before it is cleared. Some alerts have multiple different conditions. Meeting one of these conditions will clear the alert.

Record	Alert	Example	Clear Condition(s)
Recurring	Invoice or job is due	13 recurring invoices are due.	Change the Next due date in the recurring project. Archive the recurring project.
Quotes	Completed and awaiting approval	Completed and waiting for approval	Change the stage to anything other than Complete.
Quotes	Quote is due	Due on 11/01/2024	Remove the due date Push the due date back Archive the quote.
Quotes	Customer portal acceptance	Quote accepted through customer portal	Convert the quote to a job Archive the quote.
Jobs	Asset failure	Has 1 Non-Critical Default asset failure(s)	Create a rectification quote Select do not prompt again.
Jobs	Job card approval	Job Card for employee on 28/03/2023 requires approval.	Approve the job card Archive the job.
Jobs	Due date reached	Is due on 13/09/2023 but is not scheduled.	Remove the due date Update the due date Archive the job.
Jobs	Assets need to be created	Assets need to be created	Create an asset Archive the job.
Orders	Due date reached	Due on 12/04/2023 and has not been received.	Remove the due date Update the due date Create a receipt Archive the purchase order.
Customers	Notes	Note FOLLOW UP 12341960 1 requires follow up before 28/03/2023	Dismiss the note Edit the due date Remove the due date.
Customers	Contract end date reached	Contract “test” will be expired on 01/01/2023.	Edit or remove the end date Expire and renew the contract.
Customers	Contract value exceeded	Contract “test” has exceeded its contract value of $2000.00 by $1.00.	Increase the contract value Remove the contract’s value Remove some of the invoices on the contract.
Stock	Stock qty below minimum qty	Storage Warehouse requires 9.00.	Create a purchase order for the items Change the minimum quantity for that item for in the storage device
Task	Task has past the due date	Passed the due date.	Update the Status to Closed Behind, Closed or Closed Ahead.
Employees	Licence expiry date reached	Licence Boat is due to expire on 05/09/2023	Expire the licence Create a new licence Change the expiry date.
Plant & Equipment	Service is due.	Service due on 01/01/2023.	Add a service.