Set up alerts for employees breaching an office lockout

If an employee enters your facility while it is in a lockout, it can create a health and safety risk for your organization. This employee is placing themselves at risk if they have an accident while on-site alone. Set up an alert that is triggered if an employee enters your facilities during the lockout.

Breach alerts use the triggers add-on. With triggers, you can define the event, add one or many rules that must be met before the trigger is fired, and set your trigger actions, including defining an audience (recipients) to receive an email and/or an SMS (text) message.

Set up a trigger

A basic trigger includes:

  • Trigger Event – When an employee signs in.
  • Trigger Rules – Any day during the lockout period.
  • Trigger Actions – Sends an email to a specific employee.

To set up a trigger: 

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click Create a New Trigger.

Trigger Details tab

  1. Enter a name like 'Headquarters Office Lockout Breach'.
  2. Set the status to Active.
  3. Select Employee Sign in as the event.
  4. Click Next.

Trigger Rules tab

  1. Alongside Must match ALL of the following rules, click Create a New Rule.
  2. Select Day of the Week as the rule.
  3. Select ‘Is the following’ as the condition.
  4. Select Mon, Tue, Wed, Thu, Fri.
  5. Click Next.

Trigger Actions tab

  1. Click Create a New Action.
  2. Select Notification – Send an Email as the action.
  3. Select Employees as the recipient type.
  4. Select Selected Employees.
  5. Enter the name of the employee and select when found.
  6. Enter an email subject name like ‘Headquarters Office Lockout Breach'
  7. Enter the breach alert message using placeholders. Our example email:

    {{ recipient.name }}; please be aware {{ match.name }} has entered Headquarters during the current lockout.

    Contact Details for {{ match.name }} are: Mobile: {{ match.mobile }}, email: {{ match.email }}

    While on-site alone and without supervision, this person poses a risk to themselves and places the organization's duty of care for our employees at risk.
  8. Click Save & Close.

About placeholders

The content in the first line of the example message, within the brackets, {{ recipient.name }}, is referred to as a placeholder.

  • To insert the {{ recipient.name }} placeholder, click View Available Placeholders, click Recipient Details, then click Insert alongside the placeholder titled {{ recipient.name }}.
  • To insert the {{ match.name }} placeholder, click View Available Placeholders, click Matched Persons, then click Insert alongside the placeholder titled {{ match.name }}.
  • To insert the {{ match.mobile }} placeholder, click View Available Placeholders, click Matched Persons, then click Insert alongside the placeholder titled {{ match.mobile}}.
  • To insert the {{ match.email }} placeholder, click View Available Placeholders, click Matched Persons, then click Insert alongside the placeholder titled {{ match.email }}.

There are different recipient types to select from. Other possible recipient types include: 

  • All employees from a selected department, e.g., your facilities department or security department.
  • A specific contractor or external party, e.g., your contracted security monitoring company.
  • The employee breaching the lockout, e.g., send an SMS and email to the employee that just signed in during your lockout.

You can create multiple actions within the same trigger. For example:

  • Send an email to one recipient type and a different email to another recipient type
  • Choose to send an SMS (text) message to one recipient type and a different SMS (text) message to another recipient type.
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