Expiring Inservices Email Notification

1. What does this feature do? (High-Level Overview)

The system automatically sends email notifications to employees when their required compliance documents — licenses and certifications — are approaching expiration. Emails are sent at three urgency levels (60 days, 45 days, and critical) so employees have enough time to renew before a document lapses. This feature is currently available in production.

2. Who is this for? (Roles & Permissions)

This is a fully automated system process — no user triggers it manually.

• Employees (all active roles): Receive the notification emails at their registered email address.
• Owner / Manager: Can configure which document types trigger notifications for their location via the Location settings screen.

3. Business Rules & Enforcements

• Rule 1: Notifications run automatically every day at 5:00 AM Eastern Time.
• Rule 2: Three urgency tiers are evaluated per document field:
  • Reminder — exactly 60 days before expiration.
  • Important — exactly 45 days before expiration.
  • Critical — less than 30 days before expiration (including already-expired dates).
• Rule 3: Critical notifications are throttled to once per week per employee-location. If a critical email was sent within the last 7 days for a given location, that location is skipped until the window passes.
• Rule 4: Only active employees assigned to active locations are evaluated. Inactive or incoming employees are excluded.
• Rule 5: Employees without a registered email address are silently skipped.
• Rule 6: Each location can disable notifications for specific document types individually. If no setting is configured, notifications are enabled by default for all document types.
• Rule 7: When an employee is assigned to multiple locations, all qualifying documents across all locations are consolidated into one email per employee per daily run.
• Rule 8: The email subject line reflects the highest urgency level found: “URGENT: Your Licenses Are Expiring Soon”, “Important: Licenses Expiring in 45 Days”, or “Reminder: Licenses Expiring in 60 Days”.
• Rule 9: Only date-based expiration fields are included in email notifications. Text-based CEU compliance fields (e.g., Domestic Violence, Civil Rights) are not evaluated by this process.

4. UI Placement

• Employee email inbox — employees receive notifications directly.
• Document notification configuration (per location): Administration → Locations → Edit Location → Document Notification Settings section.

5. How-To Guide (Step-by-Step)

Scenario A: Receiving and reading an expiration notification (employee)

1. Check your registered email for a message from the system with one of the following subjects:
   • “URGENT: Your Licenses Are Expiring Soon”
   • “Important: Licenses Expiring in 45 Days”
   • “Reminder: Licenses Expiring in 60 Days”
2. Open the email to see the list of documents that need attention, grouped by location if you are assigned to more than one.
3. Each document entry shows its name, expiration date, and days remaining.
4. Renew the relevant document and update the date in your employee profile so future notifications reflect the new expiration.

6. What happens if…? (Edge Cases / FAQ)

• Q: What if a critical notification was already sent to an employee this week?

  • A: The system skips that employee-location combination for critical-level notifications until 7 days have passed since the last send, preventing inbox fatigue. 60-day and 45-day notifications are not throttled and fire on their exact day regardless.

• Q: What if an employee is at multiple locations and only one location has a critical document?

  • A: The entire email is marked as critical (urgent subject line) and includes the expiring documents from all locations in a single consolidated message.

• Q: What if a document notification setting is not configured for a location?

  • A: The system defaults to enabled for all document types. Only explicitly toggled-off fields are excluded from notifications.