Recurring Maintenance Email Notifications

911 Tech can automatically send email notifications when maintenance reminders are due. This article explains how the notification system works and how to subscribe.

How Email Notifications Work

When Emails Are Sent

The system checks for due maintenance reminders daily and sends notification emails when:

  • A date-based reminder reaches its due date
  • A mileage-based reminder reaches the target mileage
  • An hours-based reminder reaches the target hours

Emails are typically sent overnight/early morning as part of the daily system processes.

Who Receives Emails

Email notifications are sent to users who:

  1. Have subscribed to Recurring Maintenance email notifications
  2. Have access to the department the item belongs to

Email Contents

Each notification email includes:

  • Item Information - What item needs maintenance (vehicle number, equipment name, etc.)
  • Module - Which module (Vehicles, Equipment, Buildings, etc.)
  • Maintenance Type - What type of maintenance is due
  • Due Date/Trigger - When or why the maintenance is due
  • Department - Which department owns the item
  • Link - Direct link to view the reminder details

Subscribing to Notifications

For Individual Users

Users can manage their own email subscriptions:

  1. Click your name in the top right corner
  2. Select My Agency Emails (or Email Preferences)
  3. Find Recurring Maintenance Reminders in the list
  4. Check the box to subscribe, or uncheck to unsubscribe
  5. Click Save

Subscription Options

Depending on your system configuration, you may see different subscription options:

  • Recurring Maintenance Reminders - Receive all due maintenance notifications for your departments
  • Recurring Maintenance - [Module Name] - Receive notifications only for specific modules

Managing Subscriptions (Administrators)

Administrators can view and manage email subscriptions for all users.

Accessing Email Management

  1. Go to Manage > Recurring Maintenance Reminders
  2. Click the Settings gear icon
  3. Select Email Subscriptions

Viewing Subscribers

The Email Subscriptions page shows:

  • All users currently subscribed to recurring maintenance notifications
  • Their email addresses
  • When they subscribed

Adding Subscribers

  1. Click Add Subscriber
  2. Select the user from the dropdown
  3. Click Save

Removing Subscribers

  1. Find the user in the subscriber list
  2. Click Remove
  3. Confirm the removal

Email Frequency

Daily Digest vs. Individual Emails

Depending on your system configuration, notifications may be sent as:

  • Daily Digest - One email containing all due reminders for the day
  • Individual Emails - Separate email for each due reminder

Contact your administrator to learn which method your system uses.

Avoiding Email Overload

To prevent too many emails:

  • Subscribe only to modules you're responsible for
  • Use the Kanban or Calendar view to check for due items instead of relying on email
  • Ask your administrator about digest options

Troubleshooting

Not Receiving Emails

If you're not receiving expected emails:

  1. Check your subscription - Make sure you're subscribed in My Agency Emails
  2. Check spam/junk folder - Emails may be filtered
  3. Verify your email address - Ensure your profile has the correct email
  4. Check department access - You only receive emails for items in your departments
  5. Contact your administrator - They can verify the email system is working

Receiving Too Many Emails

If you're receiving too many emails:

  1. Unsubscribe from modules you don't need - Only subscribe to relevant modules
  2. Talk to your administrator - Ask about digest options or filtering
  3. Use the app instead - Check the Kanban or Calendar view daily

Wrong Information in Emails

If email information seems incorrect:

  1. Check the source data - View the item in the system to verify
  2. Report to administrator - There may be a data issue that needs fixing

Best Practices

For Users

  • Keep your email address up to date in your profile
  • Subscribe only to modules you're responsible for
  • Check your email regularly or use the in-app views
  • Mark emails as "not spam" if they go to junk folder

For Administrators

  • Periodically review who is subscribed
  • Remove subscriptions for users who have left or changed roles
  • Test the email system periodically to ensure it's working
  • Consider digest options if users complain of too many emails

Related Articles:

  • Recurring Maintenance Overview
  • Setting Up Recurring Maintenance Schedules
  • Recurring Maintenance Views (List, Kanban, Calendar)

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