Advanced filters on group notifications allow for much greater customisation of who is notified under what conditions. You can have someone notified depending on their response to a custom field. This is great if you have a health questionnaire or need to ensure a visitor meets certain conditions. Advanced filters also allow you to take advantage of
Site occupancy to notify you if your site capacity has been reached. You can send these notifications by Email, Slack, SMS and Microsoft Teams.
Sign In App supports two different types of notifications, Group notifications and Host notifications. Host notifications let a member of staff know when their visitor has arrived, while Group notifications are sent whenever anyone signs into or out of a group. Group notifications are designed for general awareness, and are ideal for notifiying reception or security teams, or for visibility across the company. This guide is about advanced filters on group notifications.
You can read more about host notifications here.
The first step is to name the notification and then select the visitor group you want to add the notification for. Event allows you to pick if the notification should be on Sign In or Out. You can choose the Site if you have more than one site. Channel allows you to pick how you’d like the notification to be delivered, you can choose from Email, Slack, Microsoft Teams and SMS. To set this up, go to
Manage on the online portal, scroll to the bottom and click
Notifications. To add a new notification rule for a Group, click the
Add new button and the following options will appear.
|Site||Only activity at this site or event will generate notifications|
|Visitor group||The notifications relate to activity for this group|
|Event||Notify on Sign in, Sign out, Rejected sign in, or Pre-registration, Block list matched|
|Channel||How you wish to be notified (Email / SMS / Slack / MS Teams)|
To add advanced filters you then need to click
Advanced filters and then
Add new again.
Field - Make sure you select the correct group and pick the custom field you want to add an advanced notification for. If you've selected a Repeat visitors group you can also pick Personal fields, this is useful to identify specific members.
Equals means the content of the visitors response must be exactly equal to the value you set, this is useful for Yes/No questions where the answer is only one of two options.
Contains will notify you if the users input contains what you’ve put in the value, great for text responses where you’re looking for a keyword.
Starts with gives you the option to filter only the first word of the visitors input.
Value - This is the response the visitor gives that will flag the system and send the notification. Make sure it’s formatted correctly.
You can pick if any or all of the conditions need to be met for the notification to be sent.
all of these conditions are met:
This is an example of what you might end up with:
Filter: When a member of the group Visitors signs in to the site Acme Incorporated and the Have you travelled outside of the EU in the last 28 days? field is equal to Yes send an email notification.
You can set as many advanced notifications as you like and can set multiple email addresses or phone numbers by separating the values with a comma. For Slack the notification can be either sent to an individual or a group.
There's no limit to the number of notifications you can have.
As workplaces re-open with reduced capacity, it’s important to monitor the number of sign ins against the max occupancy for each site. Sign In App enables you to monitor the number of people signed in, either at a site or group level and trigger a notification when this reaches your max capacity.
To set up a max occupancy rule go to
Manage and scroll down to the bottom the page and press
Notifications. To start creating the notification press
Add new. If you want the max occupancy rule to be for the entire site then set Group to
Any group, if you'd like to monitor a specific group then select which group you need. Once you've done this, pick the site you want to apply the rule to. Set the Event to
Sign in and choose which Channel you'd like to receive the notification, either by Email, Slack, SMS and Microsoft Teams.
Now you've done that, click the
Advanced filters dropdown and ensure Field is set to
Site occupancy and the Operator is
Equals. In the Value box enter the max capacity of your site or group.
Ensure that you only enter numbers in the Value box. For example, the system will accept
10 but not
To finish the notification, enter the email or phone number you want to receive the notification. If you're using Slack or MS Teams then authorise the channel or enter the Webhook. Don't forget to press
You can set up an advanced filter on a group notifications to be triggered when someone signs in/out before or after a certain time. This can be useful to help monitor if people are signing in later than they should, or signing out earlier than expected.
Go to the group notifications and click
Add new to get started. First, select the site the notification is for and if it should be for all groups or just one. Next, select the event that should trigger the notification, for time based notifications this will need to be
Sign out or
Sign in. Finally, select the channel you'd like to send the notification through.
Once you've done this it's time to add the advanced filter, click
Advanced filters and from the
Field dropdown select
Visitor in time or
Visitor out time. If the event is set to
Sign in then you will see
Visitor in time and if its set to
Sign out you will see
Visitor out time. Next, configure the
Operator to either
Less than (before) or
Greater than (after) and finally set the
Value to the time. In the example below, an email will be sent if anyone signs in to the Head Office site after 09:00.
We hope you've found this guide useful but if you have any questions please contact our support team at firstname.lastname@example.org.