Notifications & Tags

The Notifications & Tags page is the administrative interface for creating and managing notifications sent to users throughout your organisation. Administrators use this page to create safety alerts, operational updates, policy notifications, and other important communications that require user acknowledgement. You can search existing notifications, track who has acknowledged them, and manage their lifecycle from creation through deactivation.

To create a new notification, click the Add new tag button in the top-right corner of the page. This opens a window where you configure the notification details, recipients, attached documents, and optional custom form fields.

Tag details section

Applies to section

Configure who receives the notification by selecting roles and/or specific users:

• Applies to all users: Checkbox to send to everyone in the organisation
• Roles selector: Multi-select dropdown to choose which roles receive the notification (e.g., Flight Crew, Maintenance Staff, Administrators)
• Users selector: Multi-select dropdown to choose specific individuals by name

You can combine roles and specific users. For example, send to all Flight Crew plus a few specific maintenance personnel. If "Applies to all users" is checked, role and user selections are ignored.

Attached documents section

Optionally attach documents to the notification:

• Click Add document to upload files
• Each document displays with a name field and delete button
• Check Require opening of documents to prevent acknowledgement until all documents are opened

Common attached documents include safety bulletins, policy updates, procedure changes, training materials, or reference documents. When "Require opening of documents" is checked, users must open and view each attached document before they can acknowledge the notification.

Custom form fields section

Add optional form fields that users must complete when acknowledging:

• Click Add field to create a custom field
• Choose field type: text, dropdown, date, user selector, or airport selector
• Provide field label and mark as required or optional
• For dropdown fields, add the list of options

Use custom fields to collect feedback, confirm understanding, or gather specific information (e.g., "Date you completed the training", "Select your base", "Provide comments").

Submitting the notification

When ready to save, use the Submit dropdown button to choose how to publish:

• Submit: Save the notification without sending email alerts
• Submit & Send Emails: Save the notification and send email alerts to all recipients immediately

Choose "Submit & Send Emails" when you want recipients to be notified immediately by email. The notification will be visible in the system regardless of which submit option you choose.

The main table displays all notifications with powerful search, filter, and view controls to help you find and manage notifications efficiently.

Active vs Deactivated view

Use the radio buttons at the top of the page to switch between:

Search and filters

Multiple ways to refine the notification list:

• Search box: Free text search across tag number, tag name, tag type, and issuing user name
• Issued by filter: Select specific users to show only their notifications
• Tag type filter: Select specific tag types to show only those categories

Filters combine with search. For example, search for "safety" and filter by tag type "Red Alert" to find all red alert safety notifications.

Notifications table

Click the blue edit button (pencil icon) in the Edit column to modify an active notification. The same window used for creating notifications opens with all current values populated.

What can be edited

Before any acknowledgements, you can change:

• Tag type (affects colour, deadline, sign-on restrictions)
• Tag name
• Notification details text
• Recipients (roles and users)
• Attached documents (add or remove)
• Custom form fields (add, remove, or modify)
• Email notification settings

Edit effective dates

Effective dates have special editing rules because they affect when users see the notification:

• Click the pencil icon next to the effective dates in the table
• A small window opens to change effective from and valid until dates
• You can edit dates even after acknowledgements (unlike other fields)
• Extending the valid until date gives users more time to acknowledge
• Changing effective from affects deadline calculations

Editing effective dates is useful when deadlines need extension or when a notification's relevance period changes.

The copy feature duplicates an existing notification with all its settings, saving time when creating similar notifications. Click the copy button (copy icon) in the Copy column.

What gets copied

• Tag type: Same category and colour
• Tag name: Identical name (you should change this)
• Notification details: Full text content
• Recipients: Same roles and users
• Attached documents: References to the same documents
• Custom form fields: Same field definitions
• Email settings: Same notification preferences

What doesn't get copied

• Tag number: A new unique number is generated
• Effective dates: You must set new dates
• Acknowledgement data: Starts fresh with no acknowledgements
• Issued by: You become the issuer of the copy

The Status column provides real-time tracking of which users have acknowledged each notification. Click the button to open a detailed status window.

Status button badges

Status detail window

The status window displays two tabs:

• Users who have acknowledged: Table showing user names, acknowledgement date/time, and custom field responses (if any). View individual user responses by clicking their row.
• Users who haven't acknowledged: Table showing user names and email addresses of users who can see the notification but haven't acknowledged it yet. Useful for follow-up.

Remove users from notification

From the status window, you can remove users from the notification's recipient list:

• Select users using checkboxes in either tab
• Click the Remove selected users button
• Confirm the removal

This is useful when users were included by mistake, changed roles, or left the organisation. Removing users hides the notification from them immediately and removes their requirement to acknowledge.

Deactivating a notification archives it and immediately removes it from users' notification lists. Notifications can be reactivated if needed.

Deactivate a notification

Click the yellow deactivate button (ban icon) in the Deactivate column for an active notification:

• Notification is moved to the Deactivated view
• Users can no longer see or access the notification
• Acknowledgement data is preserved for record-keeping
• Unacknowledged users are no longer required to acknowledge

When to deactivate

• Outdated information: Policy has changed or information is no longer relevant
• Superseded: A newer notification replaces this one
• Past valid until date: Notification period has ended naturally
• Sent in error: Wrong recipients or incorrect information
• Completed its purpose: Everyone who needed to has acknowledged

Reactivate a notification

Switch to the Deactivated view and click the green activate button (plus icon):

• Notification becomes active again immediately
• Users who hadn't acknowledged see it in their notification list again
• Users who had acknowledged don't see it (already acknowledged)
• Effective dates and deadlines apply as originally configured

Reactivation is useful if a notification was deactivated by mistake or if circumstances change and the notification becomes relevant again.

The Documents column provides export options to generate reports showing notification details and acknowledgement status.

Available report formats

Report contents

Reports typically include:

• Tag number and name
• Tag type and colour
• Effective dates and deadline
• Full notification text
• Roles and users the notification applies to
• List of users who acknowledged with dates
• List of users who haven't acknowledged
• Custom form field responses (if any)
• Attached document list

Access to notification management features is controlled by role-based permissions. Different users see different capabilities based on their assigned permissions.

Permission levels

Tag types are predefined categories that control notification behaviour, appearance, and urgency. Tag types are configured separately in Organisation/QSS Settings and then selected when creating notifications.

Tag type properties

• Name: Category name (e.g., "Safety Alert", "Operational Update", "Policy Change")
• Colour: Red, Yellow, Green, or custom colour for visual categorisation
• Description: Explanation of when to use this tag type
• Restrict sign-on: If enabled, users cannot sign on for duties until they acknowledge notifications of this type
• Deadline: Number of days after effective date by which users must acknowledge

Standard colour meanings