Alerts and reminders: lead times, recipients and what happens if one is missed

Emails are sent by one scheduled job that runs every day at 07:00 UTC. The job covers all three kinds of reminder above.

Welding

Continuity and revalidation reminders default to 90, 60 and 7 days before the due date. To change them, open Settings and edit the email reminder fields (First, Second and Final reminder). Each must be a whole number from 1 to 365, with no repeats. You can also turn email reminders off, change the alert email, and send a test email from the same screen.

UK sponsor compliance

The windows are fixed: 90 days for the digest and 30 days for urgent. You can change who receives the digest, turn email reminders off, and send a test email from Settings. You cannot change the windows.

Health and safety / RAMS, HR and employment, commercial

The upcoming window is fixed at 30 days. In Settings you can set the alert email, turn the digest off, and send today's digest now (once a day at most). You cannot change the window.

• Welding: Each reminder goes to one address: the alert email set in Settings, otherwise the workspace owner.
• Welding: There is no automatic escalation to a second person.

• UK sponsor compliance: The digest goes to the sponsor alert recipients set in Settings (one or more addresses), otherwise the workspace alert email, otherwise the first member of the workspace.
• UK sponsor compliance: There is no automatic escalation to a second person. Every recipient gets the same digest at the same time.

• Health and safety / RAMS, HR and employment, commercial: The digest goes to one address: the alert email set in Settings, otherwise the first member of the workspace.
• Health and safety / RAMS, HR and employment, commercial: There is no automatic escalation to a second person.

Reminders go to the owner or to the addresses you configure. There is no automatic escalation to a second person, and Soteriaa does not send a reminder on to anyone else if the first is ignored. The sponsor digest can be sent to several addresses, but they all receive it at the same time.

• If the scheduled job does not run on a day, the next run catches up. In the welding workspace it sends the most urgent reminder that has not yet been sent for each qualification and date type. It does not send a burst of older reminders.
• If a welding email fails to send, or is skipped because reminders are off or no address is set, that reminder is tried again on the next run. A reminder counts as delivered only when it was sent.
• A welding overdue reminder is sent once for each due date. If you correct the due date, new reminders are produced for the new date.
• The sponsor and RAMS, HR and commercial digests are rebuilt from your current dates every day. An item that was in a missed digest is in the next one, as long as it is still inside the window or overdue.
• If email reminders are turned off, or no recipient address can be found, nothing is sent. The skip is logged against the workspace.
• In the welding and the RAMS, HR and commercial workspaces, Settings shows when the last reminder email was sent.

A missed email never changes a record or a due date. The dates are in the app whether or not an email arrived.

Does Soteriaa remind you, prepare the report, or submit it?

Soteriaa reminds you and records. It emails reminders about dates you have recorded, and it can assemble packs and summaries from your records for you to review and download. It does not submit anything to a regulator, the Home Office or any other body. You review and submit.

How does Soteriaa calculate deadlines?

Deadlines come from dates you enter, with one derived date. In the welding workspace the continuity date defaults to six calendar months after the date qualified (you can overwrite it), and the revalidation date is entered by you. In the sponsor workspace the dates are the visa end date, the right-to-work follow-up date and evidence expiry dates that you enter. In the RAMS, HR and commercial workspaces they are the review, due, start, end, probation, appraisal and evidence dates that you enter. Soteriaa then compares those dates with today's date: welding marks continuity due soon within 30 days and revalidation due soon within 90 days, sponsor marks deadlines urgent within 30 days and due soon within 90 days, and the other workspaces list items due in the next 30 days.

Do alerts escalate to a second person, and is there an audit trail?

No. There is no automatic escalation to a second person. A reminder goes to the address or addresses configured for the workspace, and nothing is passed on if it is ignored or missed. For the audit trail: document history records who changed a stored document, what changed and when, with an optional note; the welding workspace keeps a history for jobs and controlled procedure revisions; the sponsor workspace keeps an audit log and change history per worker; and the RAMS, HR and commercial workspaces keep an Activity log. Changes to welder and qualification records are not recorded in a change history.

Welding

• Reminders: Continuity and revalidation reminder emails default to 90, 60 and 7 days before the due date, adjustable from 1 to 365 days, and are sent again once the date is overdue.
• Recipient: Each reminder goes to one address: the alert email set in Settings, otherwise the workspace owner.
• Escalation: There is no automatic escalation to a second person.

UK sponsor compliance

• Reminders: A daily email digest lists deadlines within 90 days and marks those within 30 days or overdue as urgent.
• Recipient: The digest goes to the sponsor alert recipients set in Settings (one or more addresses), otherwise the workspace alert email, otherwise the first member of the workspace.
• Escalation: There is no automatic escalation to a second person. Every recipient gets the same digest at the same time.

Health and safety / RAMS, HR and employment, commercial

• Reminders: A daily email digest lists items that are overdue or due today, items due in the next 30 days, and records with no evidence linked.
• Recipient: The digest goes to one address: the alert email set in Settings, otherwise the first member of the workspace.
• Escalation: There is no automatic escalation to a second person.

Reminders are sent only for dates you have recorded. WPS and WPQR records have no due date and send no reminders. Soteriaa does not tell you what a regulator or standard requires. See What Soteriaa does and does not do.

• Records and due dates: What a record is in each workspace, which fields create due dates, and the due-soon and overdue rules.
• What Soteriaa does and does not do: One table per workspace: what Soteriaa records and does, and what it does not do.
• Users and roles: Who can use an account today, and the roles that exist in each workspace.
• Plans, prices and billing: Every plan in every workspace: price, limits, trial, upgrading, cancelling, VAT and annual billing.
• All docs