Configuring Alerts in Weighsoft
Weighsoft allows you to configure a wide variety of automatic messages (via both email and SMS) that can be sent to customers or internal users. This guide walks you through accessing, setting up, and managing these alerts.
Events that can trigger an automatic alert include, but are not limited to:
Order Creation
Job Creation
Job Assigned
Job En Route
Job Mobile Complete (which would be trigger when the driver completes a job on their tablet)
Job Complete
Waste Carrier License Expiry
Job Waiting Time Exceeded
No One On Site
Accessing Alerts
To view and edit customer-facing alerts:
Hover over Administration.
Click on Alerts.
Select Customers from the left-hand menu.
Other options in the Alerts section refer to internal messages and follow the same setup process.
Gaining Access
To access the Alerts screen, your user profile must be part of the Admin user group.
Setting Up Alert Templates
Once inside the Customers section, you’ll see a list of available automatic messages. Most are email-based, with an SMS section at the bottom.
Note: SMS alerts require integration with a third-party SMS provider (e.g., Text Marketer).
Alert Status Indicators
A green box against an alerts means it is enabled
Click the "+" icon next to an alert to expand its settings.
Example: Job Creation Alert
When expanded, the following settings are available:
Send Email: Enables/disables the alert.
Email Subject: Sets the subject line of the email.
Email Contents: Compose and format the message body. You can use formatting tools and insert dynamic placeholders.
@ Tags: Use tags like @jobno to auto-fill data (the available tags are listed below the "Email Contents" section)
Adding Images to Alerts
Yes, images can be included in alert messages, but they must be hosted online.
Steps:
Upload the image to a central location (e.g., your company website).
Copy the image URL.
In the alert template, click Insert Image.
Paste the URL and click Save.
Important: Direct embedding of images is not supported.
Who Receives the Alerts?
Each order/contract includes two contact fields:
Ordered By
Site Contact
Above each section are checkboxes:
Receive Email
Receive SMS
If both boxes are ticked, both contacts will receive the alert.
Setting an Override Email Address
To route all alerts to a single email address:
Go to the customer account and click Modify.
Navigate to the Contacts tab.
Click Add Contact and enter the required details (must include a valid email).
In the Module Override section, enable the relevant module (e.g., Skip).
This override replaces the “Ordered By” and “Site Contact” emails for all orders under that account.
⚠️ This does not affect email invoicing.
Attaching Documents to Alerts
At present it is only possible to attach a document to the "Job Creation" alerts.
This is accomplished via the below steps:
Hover on Administration
Click on Lookups
Go to System Uploaded Documents
Fill in the details as follows:
Name - click on the folder icon on the right and select the file you wish to upload
Virtual Path - this is optional and only required if the document is hosted on an external server
Send to Portal - Leave this unticked
Send Notification Emails - Leave this unticked
Target - set this to "Email Job Creation"
Click Upload
The selected option will appear at the top of the screen once it has been saved.
Note: the process supports the following file types: .pdf, .doc, .docx, .xls, .xlsx, .txt, .csv, .tsv, .msg
From that point forward the selected file will be attached to all "Job Creation" automatic alerts.