Notification Set Up
RTA’s new notification engine will allow customizable settings so you can get real time notifications by email, text, or push notification keeping you informed about important updates. Notifications streamline communication, help you stay organized and focused on your daily tasks.
Admin Set Up
User Set Up
Admin Notification Set Up (Setting up for others)
Navigate to the Contacts tab under Organization in the left-hand menu path and click “Contacts”
You will see the contact search screen open and a list of contacts in the system. These come from user creation or entering primary contact info in customer files. See Contacts here to add contacts to the system
Click on the contact you want to set up notifications for, ensure you have contact information here so notifications can go out to the contact
Email required for email notifications to be successful
Phone number required for SMS (text) notifications to be successful
You need to add assets this contact needs notifications for. If this is the operator, it may only be one. If it is a fleet representative for a customer group, it may be several. This panel is collapsable, so if you are reviewing the assets someone is subscribed to, make sure it is expanded!
Click the plus button in the top right to get a list of available vehicles, assets and equipment
Checkmark the boxes of assets you want to add to the contact
Click “ADD” at the bottom to add the selected Assets
Next check box the boxes in the notifications you would like the contact to receive
Email = notification emails are sent
SMS = notifications are sent via text message to a mobile device
Push = notifications flag in the bell icon in top banner of the software and RTA Mobile
Notifications will have an unsubscribe option imbedded in the message. If a contact unsubscribes, it will remove them from all notifications and the only way to fix notifications is to contact tech support. If a contact no longer wants or needs notifications, revisit their contact page and uncheck the boxes of notifications they no longer wish to receive.
Notifications for PM Due Soon, PM Due Now and PM Past Due are sent based on your system parameters in System Switches (Misc #11)
Notification for Vehicle Status Change happens anytime an asset status changes
Notification for Unavailable Status happens when any Asset Status of Unavailable is chosen
User Notification Set Up
Navigate to the bell at the top right and click on the “Bell” icon
Click on the “Gear” icon and your user contact page will open
Ensure all contact information is filled out if you want notifications sent in that format. In the example I cannot receive SMS text notifications due to a phone number missing from my contact form
Next, select the assets in the RTA system you want to “watch” or receive notifications for
Select which notifications you want to receive for each of the added assets
Notifications will have an unsubscribe option imbedded in the message. If a contact unsubscribes, it will remove them from all notifications and the only way to fix notifications is to contact tech support. If a contact no longer wants or needs notifications, revisit their contact page and uncheck the boxes of notifications they no longer wish to receive.
Notifications for PM Due Soon, PM Due Now and PM Past Due are sent based on your system parameters in System Switches (Misc #11)
Notification for Vehicle Status Change happens anytime an asset status changes
Notification for Unavailable Status happens when any Asset Status of Unavailable is chosen
PM notifications: what you can change and what is fixed
Customers often ask whether a contact can receive PM notifications on a different schedule, for example once a week, or only when a PM first becomes due. The settings below are everything that is configurable today.
Setting | Configurable? | Where |
|---|---|---|
Which contacts are notified | Yes | Contact record (Organization > Contacts) or the user’s own bell > gear page |
Which assets a contact is notified about | Yes | Assets panel on the contact record |
Which PM states trigger a message: PM Due Soon, PM Due Now, PM Past Due | Yes, each on or off | Notification check boxes on the contact record |
Delivery channel per state: Email, SMS, Push | Yes | Same check boxes |
When an asset counts as Due Soon / Due Now / Past Due | Yes, but in PM set-up, not in notifications | The PM interval and its due-soon window on the asset’s PM tab; see Asset PM Tab (Preventative Maintenance) |
How often a message is sent, or the time of day | No | Fixed: see below |
A digest (one message listing all due assets) | No | Fixed: one message per asset per PM |
Stopping the repeats for one asset without completing the PM | No | Complete the PM, or remove the asset or the PM check boxes from the contact |
How often PM notifications are sent
PM notifications are generated by a scheduled job that runs once a day. Each day it looks at every asset a contact is subscribed to, and for every PM on that asset that is currently Due Soon, Due Now or Past Due it sends one message per checked channel. There is no “first time only” option and no per-contact or per-company frequency: the same reminder repeats each day until the PM is completed (which returns the PM to Not Due), the asset is archived, or the asset or PM check box is removed from the contact. Because the message is sent when the job runs, a PM that becomes due during the day is reported that evening, not at the moment it becomes due.
The daily cadence, the send time and the one-message-per-PM format are fixed in Fleet360 and cannot be changed by Support or by an administrator; there is no hidden switch. If your organization needs a weekly summary, a different time of day or a single notification per PM, send that to RTA Support as product feedback so it can be considered as an enhancement.
Contact delivery set-up vs. PM due logic
Two separate things have to be right for a PM notification to arrive:
Delivery set-up (this article): the contact has an email address for Email, a mobile number for SMS, is subscribed to the asset, and has the PM check boxes ticked. Push notifications can only be delivered to a contact that is linked to a Fleet360 user login, because they appear in the bell icon and the RTA Mobile app; an external contact who is not a user can receive Email and SMS only.
PM due logic (Asset PM tab): the PM interval, last-done value and due-soon window decide whether the asset is Due Soon, Due Now or Past Due at all. If an asset is not showing one of those states on its PM tab, no notification is sent regardless of the contact set-up.
When a customer reports “too many” or “no” PM notifications, check the PM tab first to see which state the asset is in, then the contact record.