Notifications & reminders

Moazaf tells people about expiring documents, approvals and other work in four ways. Each person decides which of them they want for themselves.

• The bell

  What it brings

  Every notification: expiry reminders, renewals given to you, requests to approve, decisions on your requests, and more.

  When

  As soon as it happens. Expiry reminders arrive with the morning run.

• Daily email digest

  What it brings

  One email listing the documents that reached a reminder stage today.

  When

  Every morning at 07:00 (Dubai time), only on days with something to send.

• Weekly summary

  What it brings

  One email with the counts of expired, due soon, in renewal and missing documents.

  When

  Monday morning at 07:30 (Dubai time), only when there is something to report.

• Phone

  What it brings

  Web push on your phone or browser, and WhatsApp or SMS if your workspace offers them.

  When

  With the bell, except during your quiet hours.

Approval emails are separate. When a request waits for you, or your request is approved or rejected, Moazaf also sends an email about it.

The bell is at the top of every screen of the full app. A number on it shows how many notifications you have not read yet. Click it to see the newest ones.

1. 1Click the bell.
2. 2Click a notification to open the document, request or task it is about. It is marked as read.
3. 3Click Mark all as read to clear the number.
4. 4Click See all notifications to open the full list.

The full list shows your notifications for this workspace, newest first. Unread ones stand out until you open them.

Every morning at 07:00 (Dubai time) Moazaf checks every document with an expiry date. A reminder policy decides on which days a document needs a reminder. Each document type uses one policy, and types without one use the default policy.

Settings › Reminders

Every new workspace has two policies:

• Standard (the default)

  Before expiry (days)

  90, 60, 30, 14, 7 and 3

  After expiry (days)

  1 and 7

  Then

  Every 7 days

  Owners and admins added

  From 14 days after expiry

• Critical licences & IDs

  Before expiry (days)

  90, 60, 45, 30, 14, 7, 3 and 1

  After expiry (days)

  1, 3 and 7

  Then

  Every 3 days

  Owners and admins added

  From 7 days after expiry

Critical licences & IDs is used by the trade licence, the establishment card, the Emirates ID, the residence visa and the tenancy contract (Ejari). The other document types use Standard.

Each day in the list is one reminder stage. How the stages work:

• Each stage is sent once for each document and expiry date. Nobody gets the same reminder twice.
• If you add a document late, for example with 20 days left, it starts at the nearest stage it has already reached (here the 30-day stage) on the next morning, then goes on with 14, 7 and 3.
• While a document is in renewal, the reminders before expiry stop. If it expires before the renewal is finished, the reminders after expiry start again.
• When you save a new expiry date, for example after a renewal, the stages start again for the new date.
• While the document stays expired, Keep reminding every sends the reminder again every so many days. The repeats are counted from the expiry date, so they can fall between the days in Days after expiry, for example on day 6 with Critical licences & IDs.
• Escalate after adds the owners and admins from that day on, so an expired document cannot be missed.

Owners, admins, HR managers and PRO / Documents Officers can change the policies. Other people who can open the settings see them without changing them.

1. 1Go to Settings › Reminders.
2. 2Click the pencil next to a policy to change it, or click Add policy to make a new one.
3. 3In Days before expiry, type the days separated by commas, for example 90, 60, 30, 14, 7, 3.
4. 4In Days after expiry, type the days after the expiry date, for example 1, 7.
5. 5Set Keep reminding every and Escalate after in days. Leave them empty to switch them off.
6. 6Under Recipients, tick who should be told (see Who receives the reminders).
7. 7Under Channels, tick Email digest, In-app or both.
8. 8Click Save.

To use a policy for a document type, go to Settings › Document types, open the type and choose it under Reminder policy. Tick Default policy on a policy to make it the one used by all types without their own.

To see what the morning email looks like, click Send me a test digest. Moazaf emails you up to 10 of the most urgent documents now. The real reminders are not changed.

The Delivery log at the bottom of the page lists every digest email: when, to whom, how many documents and its status.

The policy of the document type decides who is told about an expiring document. These people can receive it:

• Responsible person

  Who it is

  The person chosen in the Responsible field of the document.

  Built-in policies

  Yes

• Document managers

  Who it is

  Members whose role and access cover the document, for example an HR manager, or a PRO for that company.

  Built-in policies

  Yes

• The employee

  Who it is

  The employee the document belongs to, if they have a login.

  Built-in policies

  No

• The employee's line manager

  Who it is

  The manager of that employee, if they have a login.

  Built-in policies

  No

• Extra email addresses

  Who it is

  Anyone else, for example your outside PRO agent. They get the email only.

  Built-in policies

  Empty

Two more rules always apply:

• The person a renewal is given to is always told about that document.
• Owners and admins are added when the document reaches Escalate after, or when the policy finds no other member to tell. If every other member has switched their notifications off, the reminder goes to the owners and admins instead, so it is never lost.

Other parts of Moazaf send their own notifications to the people they concern:

• A request waits for approval

  Who gets it

  The approver of that step, in the bell and by email.

• A request is approved or rejected

  Who gets it

  The person who asked and the employee it is about, if they have a login, in the bell and by email. Whoever made the decision is not told.

• A renewal is given to you

  Who gets it

  The person it is given to.

• You are made responsible for a document

  Who gets it

  The new responsible person.

• Vehicle service, warranty, lease or rent cheque due

  Who gets it

  The people who manage that vehicle or asset (see Fleet & assets).

• Insurance policy or instalment due

  Who gets it

  The people who manage insurance.

• Weekly summary

  Who gets it

  Every member who can see documents, about the documents they can see.

Each person chooses for themselves. Your choices apply to this workspace only.

your name at the top › Account & security

1. 1Switch Daily email digest off if you do not want the morning reminder email.
2. 2Switch Weekly summary off if you do not want the Monday email.
3. 3Switch In-app notifications off if you do not want anything in the bell.
4. 4Click Save preferences.

Under Mobile & quiet hours you add your Mobile number and switch on WhatsApp or SMS, if the workspace offers them. Set Quiet hours with From and Until: push, WhatsApp and SMS messages are held during that time and sent when it ends. Leave them empty to use the workspace's quiet hours.

Owners and admins decide which channels the workspace offers. The bell and email are always on. Web push is on when your plan includes it. WhatsApp and SMS need your plan and a switch on this page.

Settings › Notification channels

On the same page you can:

• Write a Digest introduction in English and Arabic. It is shown at the top of the daily reminder email and the weekly summary, but not in a test digest or in other emails.
• Set the workspace's Quiet hours for people who have not set their own.
• Switch on Tell employees when a service provider works on their document. Employees get a short notice with the firm's name and the document type, without prices.
• See the Delivery log of push, WhatsApp and SMS messages, and Retry a failed one.

Employees with a login get notifications about their own requests, for example when leave is approved or rejected. They get reminders about their own documents, such as the Emirates ID or visa, when the document type's policy has The employee ticked, or through another rule, for example when they are the Responsible person for the document.

On a phone, an employee can get these as web push messages if your plan includes web push:

1. 1Open the employee app and tap Me.
2. 2Under Notifications, tap Turn on.
3. 3Allow notifications when the phone asks.

Employees who open the full app with Open the full app also have the bell at the top.

Why did I not get a reminder for a document? Check that the document has an expiry date, that you are one of its recipients, and that your Daily email digest or In-app notifications switch is on. While a document is in renewal, the reminders before expiry stop, but the reminders after expiry still come. The reminder comes on the morning a stage is reached, not right after you save the document.

Why did I get one email for many documents? The daily digest puts all of the day's reminders for you in one email.

Will I get the same reminder again tomorrow? No. Each stage is sent once. You hear about the document again at its next stage.

Can someone outside the company get the reminders? Yes. Add their email address to Extra email addresses in the policy. They get the daily email only, not the bell.

Does a reminder wake me up at night? No. The emails go out in the morning, and push, WhatsApp and SMS wait until your Quiet hours end. Only escalations, and a test message you send yourself, come through during quiet hours.

Can I change the 07:00 time? No. The digest goes out every morning at 07:00 Dubai time.