Trigger Actions

How to set the actions of a trigger. You must have the Administrator and Triggers Manager user roles assigned to access these settings.

Once you have set your trigger to when it should activate, you can then set what happens when it is activated using the Trigger Actions.

The available trigger actions are based on your trigger event and some actions will be hidden if some features in your account have not been enabled, e.g. the Brivo integration. Other actions will be greyed out and non-selectable if they are not available due to the Trigger Event, e.g. Pop-up a message.

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Please Note: You can have as many trigger actions for one trigger as required.

You can make the information used in the actions dynamic by adding placeholders to messages. These generate information provided on sign in, in a person’s profile, etc, in place of text. See below for a list of placeholders.

Notifications

You can send email or text notifications as trigger actions to one or more people.

Notifications have three attributes to complete, recipient, subject (for emails), and message.

Recipients

There are 5 types of recipients to choose from; Employees, Service Providers, Visitors, External Recipients, and Matched Person. Each recipient type has different sub-types of recipients, and you must select the recipient type, sub-type, and if required specify the sub-type value.

Employees

Employee sub-types are very straight forward, All Employees will notify all employees, All On-site notifies all employees currently signed into this location, and All Off-site notifies all employees with this location as their home location that are not currently signed in.

Selected Departments and Selected Role Types will notify all employees in this location with the specified department(s) or role type(s) assigned. And Selected Employees lets you select specific employees with access to this location to notify.

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Please Note: Employee email addresses or cell phone numbers must be entered into their WhosOnLocation profile to receive notifications.

Service Providers

Service Provider sub-types are also very straight-forward. All Signed In will notify all service providers signed into this location; All from an Organization will notify all service providers from specific organizations; and Selected Service Providers lets you select specific service providers with access to this location to notify.

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Please Note: Service provider email addresses or cell phone numbers must be entered into their profile in WhosOnLocation to receive notifications.

Visitors

There is only one sub-type for Visitors, All Signed In. This will notify all visitors currently signed into this location. For more specific visitor notifications, e.g. the person signing in/out, you should use the Matched Person recipient type.

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Please Note: Notifications to visitors will send to emails or cell phone numbers entered during sign in or pre-registration.

External Recipients

External recipients do not have sub-types. They allow you to enter the email or cell phone number of anyone whether they are in your WhosOnLocation account or not. This can be very useful for notifying a group email address, e.g. staff@company.com.

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Matched Person

The matched person recipient type will notify people based on the person signing in/out etc. Matched person recipients will not work for time trigger events because there is no specific person activating the trigger, and not all matched person recipient options will apply for all people types.

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Person who signed in – Applicable for all people types. Will notify the person signing in using the email or cell phone number in their profile or provided during sign in.

Selected Safety Operator – Applicable for employees and service providers if the Safety Operator basic question has been enabled in this location’s Questionnaire Manager. Will notify the selected Safety Operator using the email or cell phone number in their profile.

Employee Hosting Visit – Applicable for visitors and service providers if host selection is enabled in the basic questions in this location’s Questionnaire Manager. Will notify the employee chosen as the person’s host using the email or cell phone number in their profile.

Selected Role Types in Matched Organization - Applicable for service providers only. Will notify people in the organization of the person signing in who have the selected contact role types assigned.

Subject and Message

The subject of the notification only applies to email notifications, this is what will appear in the subject line of the email.

The message of the notification is either the body of the email or the text message.

You can add placeholders to your notifications to use information specific to the trigger event including information about the person signing in/out, information about their host, information about the people in location, information about the recipient of the notification, among others.

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See below for more information on Placeholders.

Pop-up Messages

This includes the Popup a Message and Deny Access triggers. These trigger actions will pop-up a message on-screen for the person signing in/out. They will appear on Kiosks, Sign In/Out Manager, and WolMobile, making them an easy way to give extra information to the user in any scenario.

Please Note: These trigger actions are unavailable when using a Time-based trigger event.

Deny Access

In addition to displaying a message, the Deny Access trigger action will also prevent the user from Signing in. This is commonly used when managing contractors and requiring them to complete induction courses or have current insurance policies before working on-site, however, it is not limited to only this. You can report on people who have been denied access in the People Presence Report using the Access Denied column and custom filter.

Please Note: Deny Access trigger actions are only available for Sign In events.

Pop-up Messages have three attributes to complete; message popup style, title, and message.

Message Popup Style – This is the colour theme of the pop-up message being displayed, you can choose from Red, Green, or Plain (gray).

Title – This will appear at the top of the pop-up message in larger writing, it should convey exactly what the message is about.

Message – This is the bulk of the pop-up message with the information you are displaying for the user.

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Signing In and Out

You can use these trigger actions to sign groups of people in and out of your location in WhosOnLocation. A common use for this would be to sign out employees with certain role types at different times of the day.

Please Note: You can only use the Sign Out Matched Person action when using an overdue trigger event.

When Signing In/Out People, first you choose the type of person, then the sub-type and the value where applicable.

Employees – Choose to sign in/out All Employees, Selected Departments, Selected Role Types, or Selected Employees.

Service Providers – Choose to sign in/out All Service Providers, All from an Organization, or Specific Service Providers.

Visitors – Can only be signed out and can only be all Signed In Visitors.

Sign Out Matched Person – Will sign out the person who is past their overdue time.

Placeholders

Make the information you send in a notification or display in a pop-up message more relevant by adding placeholders. Placeholders will take information from a Sign In event or user profile and add it to the text of your message.

You can add placeholders in the Title/Subject and the Message.

Placeholders are broken down into five categories, Matched Person, Safety Operator, Visit Host, Location Placeholders, and Recipient Details.

Please Note: Not all placeholders will be relevant to your trigger event or the person activating the trigger. For best results, please make sure relevant options are enabled for your placeholders.

Matched Person

These placeholders use information about the person activating the trigger, and their sign in/out event. Matched person refers to the person signing in/out or who is overdue.

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{{match.name}} – The name of the matched person.

{{match.from}} – The organization of the matched person.

{{match.mobile}} – The cell phone number of the matched person.

{{match.title}} – The title of the matched person.

{{match.departmen_name}} – The department of the matched person (employees only).

{{match.lacp_in_name}} – The LACP the matched person signed in through.

{{match.lacp_out_name}} – The LACP the matched person signed out of.

{{match.zone_name}} – The zone the matched person signed into.

{{match.purpose}} – The purpose of visit of the matched person (If activated for sign in).

 {{match.geolocation}} – The most recent GeoLocation of the matched person (When using WolMobile only).

{{match.watchlist_people}} – People matched to a watchlist that is checked through the trigger rules (If using Watchlists for visitors).

{{match.notice_info}} – The response to any Acknowledgement Notices checked by the trigger rules (including additional information provided).

Safety Operator

These placeholders use information about the person selected as the Safety Operator during sign in, this information is taken from the Safety Operator’s profile in WhosOnLocation. This is only applicable for Employees and Service Providers.

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{{safetyoperator.name}} – The name of the chosen Safety Operator.

{{safetyoperator.from}} – The organization of the chosen Safety Operator.

{{safetyoperator.email}} – The email address of the chosen Safety Operator.

{{safetyoperator.mobile}} – The cell phone number of the chosen Safety Operator.

Visit Host

These placeholders use information about the employee selected as a visitor’s or service provider’s host. The information is taken from the employee’s profile.

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{{host.name}} – The name of the hosting employee.

{{host.email}} – The email address of the hosting employee.

{{host.mobile}} – The cell phone number of the hosting employee.

Location Placeholders

These placeholders use information about people currently signed into the location.

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{{location.visitorsonsite}} – The number of visitors currently signed into this location.

{{location.visitorsonsite_list}} – The names of the visitors currently signed into this location.

{{location.staffonsite}} – The number of employees currently signed into this location.

{{location.staffonsite_list}} – The names of the employees currently signed into this location.

{{location.serviceprovidersonsite}} – The number of contractors signed into this location.

{{location.serviceprovidersonsite_list}} – The names of the contractors currently signed into this location.

{{location.totalonsite}} – The number of all people currently signed into this location.

Recipient Details

These placeholders use information about the person the notification is being sent to, it is taken from their profile where applicable. These placeholders are only relevant for notification trigger actions.

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{{recipient.name}} – The name of the person receiving the notification.

{{recipient.from}} – The organization of the person receiving the notification.

{{recipient.email}} – The email address of the person receiving the notification.

{{recipient.mobile}} – The cell phone number of the person receiving the notification.

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