A team notice is a reusable email you send to the members of a site visit’s team. For example, you might send a roster confirming who is assigned, or a reminder that a visit is coming up. This article covers how to create, edit, and retire team notices. To send one to an actual visit team, see Send a Team Notice to a Visit's Team.
What It Controls
Team notice setup controls the reusable email templates that staff and billing runs can send to a site visit’s team. Each notice includes its name, identifier, active status, audience, email content, and an optional list of programs it is meant for.
Where to Find It
Go to Setup › Visits › Team Notices. The list shows every team notice in your account, across every program, with its name, last changed date, and active status. Inactive notices stay hidden until you select (show all).
To create a notice, select Create Team Notice. To update one, select its Edit icon. To start from an existing notice, select Clone.
The Settings
| Setting | Options | Default | Effect |
|---|---|---|---|
| Name: | Any text | Empty | Staff see this name when they choose a notice to send |
| ID: | Letters, digits, underscores, colons, and hyphens | Suggested from the name | The notice’s permanent identifier. You cannot change it after you save |
| Which team members should receive this notice? | All team members, Only the following team member roles | All team members | Decides who receives the notice when it is sent |
| Team member role picker | One or more of your account’s team member roles | None | Appears only when you choose the roles option. Limits the notice to accepted team members with one of the selected roles |
| Status: | Active, Inactive | Active | Controls whether staff can choose the notice when sending one, or a billing run can select it |
| From: (name and address) | Text; one of your verified sender addresses | Your account’s default sender | Shows who the notice comes from |
| Subject: | Any text, with merge fields | Empty | Required |
| Body | Formatted text, with merge fields | Empty | Required |
| Restrict to certain programs | On, off | Off | Records which programs the notice is meant for |
| Program picker | One or more of your programs | None | Appears only when the restriction is on |
Dependencies and Precedence
- "All team members" includes everyone assigned to the visit's team, whether or not they've accepted. Choose the roles option when you only want to send to team members who have accepted their assignment.
- The program restriction is recorded but doesn't limit anything. Staff sends and billing runs do not currently check which programs you selected. Use the restriction to help you and your colleagues find the right notice, not to prevent a notice from going to a visit outside those programs.
- The active switch is honored only by the pick lists in the Console. A saved billing template, billing run, or direct API call can still send an inactive notice. Marking a notice inactive stops staff from choosing it going forward, but it does not stop anything already configured to use it.
- Choosing the role-restricted audience with no role selected is refused by the form, but if a notice is somehow saved that way, it reaches no one when sent.
Change Impact and How to Revert
- Renaming a notice is safe because its identifier stays the same.
- Marking a notice inactive removes it from the pick lists staff use when creating a new send, but it does not stop a billing template or run that already names it. You can make the notice active again at any time.
- Deleting a notice cannot be undone. You can delete a notice only when nothing refers to it, including a visit’s history, billing template, billing run, or billing run action. If any of those still name the notice, the delete is refused and Rhythm reports how many records depend on it.
Warning
Changing a notice’s audience does not clear values you set earlier. For example, if you switch from "all team members" back to role-restricted, or turn the program restriction off, the saved team member role list or program list stays on the notice even though it is hidden from the form. If you switch the option back on, the list appears again.
Permissions
Creating, editing, and deleting team notices requires access to Accreditation setup. Ask your administrator if you need this access.
Validation and Errors
- Name and email content are required. A missing name, blank subject, or blank body appears in a Form Errors panel and blocks the save.
- A role-restricted notice needs at least one role selected, and a program-restricted notice needs at least one program selected. The form blocks the save until you provide one.
- A notice that a visit's history or a billing setup still names can't be deleted. See Change Impact above.
Related Tasks
See Preview a Notice Before Using It to check what a team notice’s email will look like before you rely on it, and Send a Team Notice to a Visit's Team to send one.