Notification Types

AssetBuddy sends notifications for a range of events. Here's a complete list of notification types, what triggers each one, and who receives it.

How alert emails are grouped

Three kinds of alert can arrive in bulk: check due reminders, certificate expiry warnings and defect escalations. They're grouped so you don't get one email per item. Each item still has its own notification in the bell.

For each of the three kinds, you get at most one email a day. It covers everything found at that point. If there's only one item, you get the detailed email described below. If there are several, you get one email listing them all (up to 25, then "…and 12 more"), with a button to the relevant list in AssetBuddy.

Anything that comes up later the same day isn't emailed, but still appears in the notification bell.

The count starts again each day (midnight UK winter time, 1am in summer). Turning off emails for one of these types in your notification preferences turns off its grouped emails too.

Certificate expiry warnings are checked once a day, at 6am, so in practice they come as a single email each morning.

None of these alert emails, or the Overdue Summary, are sent while a closedown covering your whole organisation is running. They still appear in the notification bell.

Check notifications

Check Due Reminder

Trigger: A scheduled check is approaching its due date. By default this is 1 day before the due date. When scheduling a check you can choose a different number of days (see scheduling a check for a set date).

Recipients: The assigned user, if the check is assigned to someone. Otherwise the asset owner, or all users at the asset's site if the asset has no owner.

Purpose: Gives advance notice that an inspection needs to be performed soon.

What the email shows (when it's the only check in the email; see How alert emails are grouped): how many days until the check is due (for example "This check is due in 14 days (on 21 Oct 2026)"), the asset's name and code, its site and location, the check type and the due date, with a Perform Check button that opens the check.

Check Failed

Trigger: A check is completed with a Fail result.

Recipients: H&S admins, site managers for the asset's site, and the asset owner. The person who performed the check is excluded.

Purpose: Alerts managers that an asset has failed an inspection and may need attention.

Check Overdue Alert

Trigger: A check (scheduled or started) passes its due date without being completed. It appears in the notification bell once per check, within 30 minutes of the check becoming overdue. It isn't emailed. Overdue checks are emailed in the weekly Overdue Summary instead.

Recipients: H&S admins, site managers, and owners who have opted in to H&S notifications.

Purpose: Flags compliance gaps so overdue inspections can be prioritised.

Overdue Summary

Trigger: Sent at 7am (8am in UK summer time), either every day or every Monday. Your organisation sets the default (weekly) in Organisation settings, and you can choose for yourself on your Profile page. It isn't sent if there's nothing to report.

Recipients: The same people as overdue alerts. H&S admins, and owners who have opted in to H&S notifications, see the whole organisation. Site managers see their own site.

Purpose: This is the only email about overdue checks. Overdue alerts appear in the notification bell but aren't emailed, so this is the regular reminder of what still needs doing.

What the email shows:

• Still overdue: every check past its due date that hasn't been done, including catch-up checks, oldest first, with how many days overdue each one is
• Missed in the last week (or last day for the daily email): checks that were marked as missed in that time

Each list shows up to 25 checks, then "…and N more". A button opens the Overdue filter on the Checks list.

Defect notifications

Defect Reported

Trigger: A new defect is created (manually or automatically from a failed check).

Recipients: H&S admins and site managers.

Purpose: Informs management that a new problem has been found on an asset.

Defect Assigned

Trigger: A defect is assigned to a user.

Recipients: The assigned user.

Purpose: Notifies the person responsible that they have a defect to work on, with details of the asset and the problem.

Defect Awaiting Verification

Trigger: A defect's closeout is submitted and moves to Awaiting Verification status.

Recipients: H&S admins and site managers.

Purpose: Alerts managers that a repair needs to be reviewed and verified.

Defect Fix Verified

Trigger: A manager approves a defect closeout, moving it to Closed.

Recipients: The user who was assigned the defect.

Purpose: Confirms to the repairer that their fix has been accepted and the defect is resolved.

Defect Closeout Rejected

Trigger: A manager rejects a defect closeout.

Recipients: The user who was assigned the defect.

Purpose: Notifies the repairer that their closeout was not accepted and further work is needed.

Defect Escalated

Trigger: A defect is still open after its due date: 24 hours for critical defects, 48 hours for high, and a week for medium and low. Each defect is escalated once. Several escalations are grouped into one email; see How alert emails are grouped.

Recipients: For critical and high defects, H&S admins, site managers for the defect's site, and owners who have opted in to H&S notifications. For medium and low defects, site managers for the defect's site.

Purpose: Escalates overdue defects to ensure they receive management attention.

Asset notifications

Asset Out of Service

Trigger: An asset's status is changed to Out of Service (manually or automatically from a critical defect).

Recipients: H&S admins and site managers.

Purpose: Alerts management that a piece of equipment has been taken out of service and cannot be used.

Document notifications

Certificate Expiry Warning

Trigger: A document with an expiry date is approaching expiry (within 30 days). Each document is warned about once. Several are grouped into one email; see How alert emails are grouped.

Recipients: H&S admins, and owners who have opted in to H&S notifications.

Purpose: Gives advance warning to arrange certificate renewals before they expire.

Contractor notifications

Contractor Defect Summary

Trigger: Sent periodically as a digest of assigned defects.

Recipients: External contractor users.

Purpose: Provides contractors with a summary of defects assigned to them so they can plan their work.