Alerts
The HandyTrac website includes a full suite of alerts available on the website, optionally emailed, or in some cases texted directly to your phone. All alerts listed here are configured and displayed in the Alerts section.
Viewing Alerts
Dashboard Alerts are displayed on the Property dashboard above the Keys Out Report. This view gives you a quick overview count of any enabled alerts you have configured.
You can click on any of the alert counts to be brought to the full list of active alerts on the Alerts page.
Configuring Dashboard Alerts
Keys Out Alerts
This alert will notify you on the dashboard if a key is checked out for a certain number of days. Ideally, all keys are returned at the end of every day.
Last Communication
If you system is offline for this number of days, this alert will be shown on the dashboard.
If your system is offline for over 3 days, HandyTrac will send automated email notifications to the main property contact until the issue is resolved. This will occur regardless of any customer configured alert settings.
If you are experience communication issues, please consult our Touch System Internet Connection Setup guide, or if you have a legacy Generation 10 system, view our Communication Troubleshooting guide.
Inactive Employee
Show an alert for unused badges. Generally, if a badge is not actively used, it should not be active in your system. Any employees that are no longer with the property should also be deactivated as soon as possible to help prevent unauthorized access.
Some badges may not be used often on purpose, such as instances of area managers than may not be on site often but still require access. For these cases, the "Clear Alert" action is available in the active alerts list so you are not notified.
Overdue Keys
The Overdue Keys alert works in tandem with the Overdue Keys Email alert to quickly notify you of keys that are out longer than needed.
This feature can help support company policies that require timely key returns to prevent lost, delinquent, and wandering keys.
Emails, if configured, are sent in 5 minute intervals with a summary of all triggered Overdue Key alerts for the previous 5 minutes. This prevents up to dozens of emails being received at once and flagged as spam.
Configuring Email Alerts
Keys Out Emails
Keys out emails allow you to enter one or more email addresses and select a time to receive a full list of keys that are out of the system at that time.
This email can be sent up to twice per day.
A common scenario is setting one email to be sent before closing so you can get a quick list of keys that are still out, and setting the second keys out email for first thing in the morning so you can see if any keys were unreturned the day before.
The Keys Out Email and the Keys Out Report are "real time" reports and notifications. They cannot be viewed for any other time or date as they are only designed to show the current state of the system. For key histories, please refer to the Transactions Report or Report by Unit .
Inactive Employees
If Inactive Employees dashboard alerts are configured, you can optionally choose to be notified via email on the day a new alert is triggered for an inactive employee.
Inactive employees should be removed from the system as soon as possible.
Overdue Keys
If the Overdue Keys dashboard alert is configured, you can optionally receive an email or text message when that alert is triggered.
To prevent excessive emails and texts, there is a 5 minute time out after the first alert is triggered. Subsequent notifications will include all alerts triggered in the previous 5 minutes.
Notifications are only sent once for each key.
Open Door Alarms
On compatible systems, if the cabinet door is open when nobody is signed in to the system, an email or text can be sent to notify you.
An alert is sent when the door is left open as well as when it is closed.
Door alarm alerts cannot be sent if the audible Door Alarm feature on the HandyTrac system is disabled.
Key Activity Email Alerts
The customizable key activity email alert is a powerful tool to help you stay on top of important system activities.
Immediate notification, scheduled sending, or both, allow you to choose the importance and actionability of your alerts.
In the above example, we want to be notified if Marie makes any edits to keys. Marie has access to edit tags or unit names as she deems necessary, but if it happens a lot, we may need to follow up for further details.
Since we only want to know if Marie has done a change, we select only her, and we only want to know if a tag or unit name is changed, so we select those two activities. This excludes normal key pulls and returns that Marie does for the day, as well as any edits from other managers.
Since no units are selected, a unit name or tag edit for any unit will fit the alert criteria. Selecting "nothing" is the same as selecting "all" as it excludes the criteria from having an effect on the alert.
Separate criteria are treated as AND operators. Separate selections in the same criteria are treated as OR operators.
Marie used the system AND did a tag edit OR a unit edit.
This report is intended for targeting specific actions.
Selecting excessive criteria may delay the creation of alerts or cause the alert to fail to send if it is too large. This alert is not a replacement for Keys Out Emails or the full online Transactions audit trail.