The system can send out escalation emails to inform users of new incident records added to the system, such as RIDDOR or a Near Miss, or if an outstanding action has become overdue.

In the escalation settings area of the system, a team member of your system that has Super User permissions can set up one or more Escalation Groups.

Each group created will have a set of rules that will determine which events trigger an email to be sent out. Once these Escalation Groups have been set up, each user of the system is then assigned an Escalation Group to determine which email notifications they receive.

Let's look at this in more detail. First we will look at setting up the Escalation Groups in the Email Escalation Settings area of the system.

To get to the escalation settings, first, click on the Settings option from the menu on the left.

Next, click on the Email Escalation Settings from the System Settings menu.

1. Let's create a simple Escalation Group. To start, click the + Create New Group button.

2. Give the group a name. For this example, we will call it Potential RIDDOR Identified. 

3. Next, click on the Incidents tab.

4. Here you will see all options that will Incident elements that will trigger an email. As this example is setting up a trigger for a potential RIDDOR incident, a tick is placed in the tick box next to Potential RIDDOR identified in incident details form.

5. You can continue to select additional triggers if required by ticking them. Once all triggers have been selected, click the Save button at the bottom to add this group to your system's escalation groups.
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Note: You can also set triggers for overdue actions on the Actions tab.

6. Your new escalation group has been created. 

You can create as many escalation groups as you need. Just remember that only one group can be assigned to any one user.
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7. Now let's look at the additional escalation settings. Click on the Escalation Settings tab.

8. Here you can specify the escalation settings for each Primary Location in your company structure. 

First choose a Primary Location from the drop-down list.

Note: If a location is missing from the list, it will need to be set as a Primary Location first. For more information on how to do this, please see the guide How to add/modify a location in your company structure.

9. Now you can set the number of days for each scheduled emails.

10. Once you have set the number of days to trigger each scheduled email, click the Save button.

Note: Each Primary Location can host its own Escalation Settings, so ensure you are amending the correct business unit's settings before saving.
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11. Now click the Email Notifications tab.

12. Here we can add the email addresses of individual users that will receive email notification of trigger events irrespective of where they are in the company structure. 

To add a new team member to this list, click the + Add Email button.

13. Add in the team member's Email Address, and select their Preferred Language.

14. Next nominate the events that will trigger the email notifications. Similar to the Escalation Groups, there are tabs for both Actions and Incidents.

15. When nominated, click the Save button.

Now that you have set up your Escalation Group(s), you can assign them to your team members. Please check out the article How to assign a user with an Escalation Group.