Notification Settings

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Notification Settings is available in your account menu on the top right of Smart Square.

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Basic Notification Types

Smart Square offers a number of notification and message types. The types you see may vary depending on your access and what your department utilizes for scheduling. The following messages are typically available to most all users, depending on if your department utilizes the specific feature or not.

• New Message: Informational messages that your manager or system administrator sends. You may also receive messages from other managers.

• Credential Expiring – Initial Notice: A message that Smart Square sends to you 30-60 days prior to the expiration of any of your credentials. Users with elevated access, such as managers, can also receive notifications for staff members with expiring credentials when the staff members are in a cost center to which they have access. Contact your Smart Square administrator for specific timing information.

• Credential Expiring – Final Notice: A message that Smart Square sends to you 3-7 days prior to the expiration of any of your credentials. Users with elevated access, such as managers, can also receive notifications for staff members with expiring credentials when the staff members are in a cost center to which they have access. Contact your Smart Square administrator for specific timing information.

• Schedule Posted: To inform you once a manager finalizes the schedule and is now available on the Shift Calendar.

• Open Shift:

  • Open Shift Sign-Up Confirmation: This is a simple "receipt" for any open shifts you have picked up. It is sent only to the staff member who selected the shift, not to managers or schedulers. If there is an incentive tied to the shift, the full (non-prorated) incentive amount will be shown in the message. Please note, if you signed up for the shift with a prorated incentive, the amount displayed on your calendar will differ from the amount shown in the notification.

  • Open Shift Cancellation: If self-cancelling open shifts is allowed, a confirmation of when a staff member cancels his/her own shift.  This message is delivered to both the staff member and the manager/scheduler.

• Self-Scheduling:

  • Upcoming Window Notification: The upcoming window notification will be sent 2 days prior to the opening of each staff member’s self-scheduling window.

  • Unmet Commitment Notification: The unmet commitment notification is generated three days prior to the close of each staff member’s self-scheduling window should any commitment (FTE or additional commitment) is unmet.   This notification will be sent daily until the scheduling window closes should any commitment remain unfulfilled.

• Pre-Posting Automatic Communications

  • Pre-Posting Upcoming Window: Generated two days prior to when the window opens to begin selecting pre-posted shifts

  • Pre-Posting Window Closing: Generated two day prior to the close of the pre-post window

• Daily Assignment Notification: The finalization notifications of final task and area assignments.  See Daily Assignments Tool for more information. Note: This notification will not display in the communication center - they can only be received via text or email.

• Deployable Shift Confirmation Notice: Automatic notification for when a shift is updated from “deployable” to “confirmed”. This can ONLY be received via email/text (this one does not display in the communication center). The text message streamlines the deployment process so that staff know where they are deployed without having to log into Smart Square or make a phone call.  

Elevated User Notifications

Users with elevated access (schedule editing) may also have access to the following notifications:

• New Staff Member: Send when a new staff member is added to a cost center you manage. This could be the result of a transfer or a new hire. It reminds the manager to review the following settings:

  • Preferred Shift

  • Secondary Skill(s)

  • Float Unit(s)

  • Commitment(s)

  • Self-Scheduling Group

  • Credential(s), if no feed exists to maintain this information automatically

  • Account Flag Note

• Staff Skill / FTE Change: To alert managers about Primary Skill and FTE change via the HRIS feed.  When someone changes a skill or FTE level, the manager may desire to make other changes to their profile.

• Staff Request: A message that Smart Square sends to a staff member’s manager when he/she submits a schedule change request, such as PTO.

• Shift Adjustment Notice: A message that Smart Square generates when someone modifies a staff member’s scheduled shift with a specific adjustment type that your organization defines. Common adjustment types include Absent, No Call, and FMLA.

• Open Shift Cancellation: A message that Smart Square generates each time a staff member cancels his/her own shift. (Settings for your organization determine whether self-cancellation of open shifts are allowed.)  This message is delivered to both the staff member and the manager/scheduler.

• Self-Scheduling Closed: A message that Smart Square generates each scheduling period to indicate all self-scheduling windows are closed.

• Schedule Due Date Reminder: A message that Smart Square sends 7 days prior to your schedule due date if you have not submitted the schedule.

• Schedule Due Today: A message that Smart Square sends the date the schedule is due if you have not submitted it.

Notification Settings

In addition to the many notification and message options Smart Square offers, these settings also have to ability to be individually configured.  For example, if a user has access to two different units, they have the ability to decide if they would or would not like to receive notifications from both units and customize the notifications received.  To view all options at once, click 'Expand All'.

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1. Email: To receive notifications via email, add as many email addresses as you wish to your bank of email options.

2. Text: To receive notifications via text, add as many phone numbers as you wish to your bank of text options.  You must check the consent box.

1. Expand All: Click expand all to see all notification types available based on your organization's settings.

2. Select Email/Select Mobile: To have a specific notification sent to an email or text message, select this drop down and choose from a list of options entered in steps 1 & 2.  Be sure to click apply.
   
   

   1. Here is a sample of a text message

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3. Toggle On: Some notifications simply need to be toggled on to be utilized. If you cannot adjust this setting, it is defaulted to the on position and cannot be turned off.

4. Select Unit: Some notifications can be selected by unit, others by cost center.  For most departments, there is not difference between unit and cost center.  Each elevated user can only receive notifications according to their appropriate access.  When activating unit/cost centers, all pending scheduling requests will populate.  For all other communications, only NEW notifications will be sent to you going forward.

5. Copy: If you wish to copy the notification settings from one notification type to another, click here and then select the boxes of the other notification types you wish to have the same settings. Keep in mind, you may only be able to copy the settings it the settings are the same (i.e. you would not be able to copy unit selections to the cost center selection).