Step 1: create a rule
In the main menu go to Settings, choose Users and open the Notification rules tab. Click New rule at the top right.
If: the event the rule watches. There are eight: the credit of a member below an amount, an invoice past its due date, the balance of a bank account or cash register below an amount, bank transactions that keep waiting, a received invoice that is due soon, documents that stay in the invoice inbox, a subscription that is nearly full and a new member without a membership fee invoice.
Kind of member: for a credit rule you choose all members, or only private or company members. Other conditions ask for other fields, such as a number of days or a bank account.
Amount below: the limit in euros. When the credit drops below it, the rule notifies. Here € 20.
Then notify: who gets the notification: all users of a role, or one user.
Click Save. The rule is now in the list and is checked every hour from now on.
Step 2: test the rule
Open the rule in the list. At the top right is a button to test it, so you do not have to wait for something to really happen.
Send test notification: sends a test notification to the recipients of the rule, the way they chose: in the notification centre, by email or both. Afterwards you see how many users it was sent to. The test does not count for the real notifications of the rule.
Active: untick it and save to pause the rule. It is kept, but notifies nothing until you switch it on again.
With Delete rule you remove a rule you no longer need. Notifications it already sent stay in the notification centre.
Step 3: see your notifications
As soon as a rule finds something, a number appears next to the bell at the top of the screen. Click it to open the notification centre.
Bell: the number of unread notifications. The number disappears when you have read everything.
Notification: the title and explanation of the message. Click it to go to the member, invoice or account it is about. The notification is then marked as read.
Cross: removes one notification from your list.
Mark all as read: marks all notifications as read in one go, without opening them.
Step 4: choose how you want to get them
Every user decides how notifications reach them. Click your name at the top right to open your account, or choose Notification settings in the notification centre. Under Notifications are two tick boxes.
In the notification centre: on by default. The notification appears at the bell in ClubBalans.
By email: off by default. Tick it to also get the notification by email, at the email address of your account.
Save: keeps your choice. If you untick both, you get no notifications any more.
Good to know
- A rule notifies once per member, invoice or account. Only when the situation was resolved and then returns, there is a new notification.
- Who may create rules, you decide per role with the Notification rules permission. Read more at roles and security.
- A rule for the credit of members uses the credit as you manage it in credit of members.
- A rule for bank transactions that keep waiting helps you not to forget processing them. Read how in processing bank statements.
- More about the bookkeeping at bookkeeping.
