In Module Setup: Early Alerts & Flags (which you'll find under the "System Configuration" section of the Welcome menu, you'll find a variety of options related to setting up an early alert or flag. Within WCONLINE, early alerts and flags are the same things, and are meant to notify an invested third party (such as a counselor, advisor, or instructor) of a client's use of an academic center. As with all control panels, be sure to hover over the blue question marks within the control panel in order to find suggestions and more information about each configuration option.
Once an early alert or flag is configured for a given client, the third party receives an email alerting them to a client's new, modified, canceled, or missed appointment. Additionally, a log of the sent alert will appear at the bottom of a client's "Edit Profile & Account" page in Client and Record Management.
ALERT EMAIL PREFACE: By default, early alerts and flags are simply copies of the appointment confirmation, modification, and cancelation emails (as configured on a schedule-by-schedule basis in Schedule Management), of the no-show email (as configured in the "No-Show Policy and Enforcement" section of Global System Settings), and of the client report form email (as configured in Form Setup: Client Reports). This field allows you to insert a preface or introduction before the copied email. This is often used to explain why the recipient is receiving the email.
ALERT EMAIL SUBJECT: By default, early alerts and flags carry the same email subject line as the original email that is sent to the client (with only the addition of the client's name). This field allows you to use a different subject line for the early alert emails. Whatever is entered in this field will be prepended to the original email subject line. Typically, this field is used to add something like "Early Alert Notice" to the start of the email's subject line.
Add New Alert
The "Add New Alert" section of the control panel allows you to create an early alert or flag. In order to add a new alert, simply fill out the form and click "add alert."
CLIENT: This field records the individual whose appointments will result in an alert being sent. Search for an existing client simply by beginning to type a registered client's name or email address. If you want to create an alert for someone who hasn't yet registered, simply enter their email address in this field. Once the client registers for an account on the system, alerts will begin automatically.
RECIPIENT'S EMAIL ADDRESS: This field records the email address of the third party who is going to receive the alerts and flags. This field will accept a single valid email address.
EMAIL RECIPIENT WHEN...: These options allow you to define the actions that result in an early alert or flag email to be sent. For example, if an advisor only wants to know if a student misses an appointment, then you would keep only the "Email recipient when client misses an appointment" checkbox selected.
The "Existing Alerts" section of the control panel shows the current alerts that have been created on the system. To stop an alert, click the "DELETE" link to the right of the alert. If you need to change an alert (such as changing what emails are sent to a given individual), delete the existing alert and create a new one. Deleting an alert does not affect the log of alert emails already sent (as mentioned above).
SECTION 1: Early Alerts Setup and Use
SECTION 2: Early Alerts: FAQ (Logs and More)