The Incident Notification Group is a designated group that can be assigned to Users. The Users will receive notifications when an Incident is submitted and meets specific criteria.
You need permission to create, edit and manage Incidents (previously Incident Admin) to be able to manage these settings.
This page contains information on:
Adding a new Notification Group
To create a new Notification Group please follow the steps below:
1. Navigate to the Incident Module, and select Configuration > Notifications > Add.
2. Next, fill in the Notification Group Name and select a Manager, then select Add button.
The manager/s will be responsible for reviewing the Incident prior to forwarding to the wider notification group.
3. The following screen displays all Notification Groups listed under the List Notification Group table. You'll be able to manage them here by selecting an action from the Actions dropdown.
Select Edit if you wish to make changes to a Notification Group
Select View if you need to check details about a Notification Group
Select Add Notification Rules if you wish to add rules to a Notification Group (below)
Select Delete if you would like to remove a Notification Group
Adding Rules to a Notification Group
Incident Types, Section or Questions can trigger different Notification groups using Notification Group Rules.
If a User is not in the Notification Group, they will not receive a notification when an incident matching the rules is submitted.
To configure new rules select Actions > Add Notification Rules from the Notification Groups list (above).
When adding rules to a Notification Group, the following fields are available:
Site — Select which site(s) the rule applies to. You have two options:
Select All — The rule applies across all sites where staff are assigned. When an incident is submitted, only staff in the notification group who are assigned to the incident's site/project will receive the notification. New sites are automatically covered without additional configuration.
Individual Site — Select a specific site. Only staff assigned to that site will receive the notification.
Question — Notifications can be triggered from specific questions in the Incident form
Answer — Notifications can be triggered from specific responses in the Incident form
Then, select Add to apply the rules you have added to the Notification Group. After adding the Notification Group, the selected Site will appear under Project. You can also edit or delete a Notification Group by selecting the Actions button.
How "Select All" Works (Site-Agnostic Rules)
Previously, notification rules had to be created individually for each site. For example, an organisation with 4 notification groups and 50 sites needed 200 individual rules (4 x 50).
With the new Select All option:
Automatic coverage — A single rule covers all sites where staff are assigned. No need to create one rule per site.
Project-scoped notifications — When an incident is forwarded to a notification group, only staff assigned to the incident's project/site receive the notification. Staff in the group who are not assigned to that project will not be notified.
New sites are automatic — When a new site is added, it is automatically covered by existing "All Sites" rules. No manual configuration required.
Backward compatible — Existing site-specific rules continue to work unchanged. Site-specific rules take priority over site-agnostic rules.
Example: If you have a "Safety Incidents" notification group with a "Select All" rule, and a safety incident is submitted at Site A, only the staff in the group who are assigned to Site A will be notified — not the entire group.
Tip: If staff are missing notifications after this change, check that they are assigned to the relevant project/site. Review your notification group membership and project assignments to ensure the right people are covered.
Assigning Staff to a Notification Group
Once Notification Groups are set up, Staff members can be assigned.
A. Go to Incident > Configuration > Staff, search for the Staff Member, then select Actions > Edit Notification Groups.
Then tick the checkbox next to the Notification Group where the Staff will be added and select Save.
Or
B. Go to Incident > Configuration > Notifications > Actions > View for the Notification Group.
Then scroll down to assign the Staff from the staff list by selecting Add Staff +. Choose the Staff(s) to assign from the dropdown menu, then select Add Staff.
