How do I add role notifications?

Admins Only

Go to Settings → Roles.

1. Click Add Role.

2. In the Add Role window, complete the following fields:

• Role Category – Enter the name for the role (e.g. Finance, Sport).

• General Email Address – Add a shared inbox address if notifications should be sent to a group email (optional).

• Role Users – Select individual staff from the dropdown (users are pulled from Global Settings in Azure).

• Excursion Status – Choose one or more statuses that will trigger notifications (e.g. Submitted for Pre-Approval, Pre-Approved, Approved).

• Related Field – Select the form field you want the notification to be based on (e.g. Relief Required, Transport Required).

• Field Trigger Option – Choose the condition for when the notification should be sent. This depends on the field selected above:

  • Enter a value (e.g. “0”), or

  • Choose Yes or No.

    • Example: If Transport Required = Yes, then the Transport role is notified.

• Field(s) to Include in Email – Select which form fields you’d like displayed in the notification email (e.g. GL code, charge per student).

Click Save

The new role will now appear in the Roles table, where you can edit or delete it as needed.