PharmaSync
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KNotification Settings allow you to configure when and how your pharmacy receives alerts about critical events. Choose between email, SMS, and push notifications for different event types, ensuring your team stays informed without overwhelming them with unnecessary alerts.
Critical stock and expiry-related notifications to help manage inventory effectively.
| Event Type | Description | Recommended Channels |
|---|---|---|
| Low Stock Alert | Product quantity falls below threshold | Email, Push |
| Out of Stock Alert | Product quantity reaches zero | Email, SMS, Push |
| Expiry Alert | Products approaching expiry date threshold | Email (Daily Digest) |
| Expired Batch Alert | Products past expiry date still in stock | Email, Push |
| Batch Recall Notice | Supplier recall for specific batch numbers | Email, SMS, Push |
Transaction and financial event notifications for operational awareness.
| Event Type | Description | Recommended Channels |
|---|---|---|
| Daily Sales Summary | End-of-day sales totals and statistics | |
| Large Transaction | Sales above configured threshold amount | Push, SMS (optional) |
| Payment Received | Customer payment for credit/insurance sales | Email, Push |
| Low Cash Float | Cash drawer below minimum threshold | Push |
| Failed Payment | M-PESA or card payment failure | Push |
Technical and administrative notifications about system health and access.
| Event Type | Description | Recommended Channels |
|---|---|---|
| Backup Completed | Daily database backup successful | Email (once daily) |
| Backup Failed | Database backup encountered error | Email, SMS, Push |
| User Access | New user login from unrecognized device | |
| System Update | PharmaSync system updates or maintenance | |
| License Expiry | Subscription approaching expiration | Email, SMS |
Navigate to Dashboard > Settings > Notification Settings from the settings navigation tabs. The page displays a matrix of event types (rows) and notification channels (columns) with toggles for each combination.
In the 'Email' column, toggle switches to enable/disable email notifications for each event type. Emails are sent to the business email address from Business Settings. For staff-specific events (like leave approvals), emails go to relevant staff members' email addresses. Email notifications include: Event details, Timestamp, Direct link to relevant section in PharmaSync, Recommended actions (if any).
In the 'SMS' column, toggle switches for SMS alerts. SMS notifications are sent to admin phone numbers. IMPORTANT: SMS notifications consume credits from your subscription plan. Use SMS sparingly for critical, time-sensitive events only. Each SMS costs 1 credit (approximately $0.05-$0.10 depending on your plan). SMS messages include: Brief event description, Timestamp, Link to dashboard (shortened URL). Character limit: 160 characters.
In the 'Push' column, toggle switches for browser/mobile push notifications. Push notifications require: Browser permission granted (one-time prompt), Active session or PharmaSync mobile app installed. Push notifications include: Event title and brief description, Timestamp, Click to open relevant PharmaSync page. Push notifications are free and don't consume credits. They appear even when you're not actively using PharmaSync.
For inventory notifications: Enable 'Low Stock Alert' on Email + Push (you'll want to see these regularly but not urgent enough for SMS). Enable 'Out of Stock Alert' on all three channels (critical, needs immediate attention). For 'Expiry Alert', consider enabling 'Daily Digest' option (checkbox below the toggle) - consolidates all expiring products into one morning email instead of individual alerts. Enable 'Batch Recall Notice' on all channels (critical for patient safety and compliance).
For sales notifications: Enable 'Daily Sales Summary' on Email only (end-of-day report, not time-sensitive). Configure 'Large Transaction' threshold amount (e.g., KES 50,000) and enable Push notification for awareness. Enable 'Payment Received' on Email + Push (good to know, but not critical). Enable 'Low Cash Float' on Push (cashiers need to request change). Enable 'Failed Payment' on Push for immediate awareness and retry.
For system notifications: Enable 'Backup Completed' on Email only (daily confirmation, check in morning). Enable 'Backup Failed' on all channels (critical - requires immediate action). Enable 'User Access' on Email (security audit trail, review daily). Enable 'System Update' on Email (plan for maintenance windows). Enable 'License Expiry' on Email + SMS starting 30 days before expiry (ensure no service interruption).
For recurring events (low stock, expiry alerts), set frequency limits to avoid alert fatigue: Immediate (every occurrence - for critical events only), Hourly Digest (bundle alerts from past hour - balanced approach), Daily Digest (once per day at configured time, default 8:00 AM - for non-urgent events), Weekly Summary (every Monday morning - for trend awareness). Select different frequencies for different event types based on urgency.
Configure hours when non-critical notifications are suppressed (e.g., 10:00 PM to 6:00 AM). Quiet hours apply to: Email notifications (queued and sent after quiet period), Push notifications (queued and sent after quiet period). Quiet hours do NOT apply to: SMS notifications for critical events (stock-outs, backup failures, security alerts), Any notification marked as 'Critical' or 'Urgent'. This prevents notification overload during off-hours while ensuring critical alerts still reach you.
Set who receives specific notification types: All Admins (default - all users with admin/owner role), Specific Users (select individuals by name), Role-Based (e.g., only Inventory Managers for stock alerts, only Accountants for financial alerts). Inventory Managers receive inventory and expiry notifications. Accountants receive financial and payment notifications. Pharmacists receive batch recall and expiry alerts. IT/System Admin receives all system and backup notifications. This prevents alert overload by routing notifications to relevant personnel only.
Admin Settings
Complete guide to all system settings
Admin Settings
Configure low stock thresholds and expiry alerts
Admin Settings
Set business email and phone for notifications
Admin Settings
Configure automated report delivery via email