User Subscription Management

Overview

Subscriptions control which automated alerts and notifications a user receives. Each subscription is linked to a trigger type — a named system event (such as "new bill created", "stock below threshold", or "lab result ready"). When that event fires, the system sends an alert to all users subscribed to it in that department. The order of subscriptions can also be controlled.

Notification Mediums

Every system event appears three times in the subscription list — once per delivery medium. The medium is the part after the dash in the name:

Name in the list	How it reaches the user	What it needs to work
… - System Notification	The bell icon in the top menu bar, plus a live pop-up toast	Nothing extra — always available
… - SMS	A text message to the user's mobile	A mobile number on the user's record, and an SMS gateway configured for the application
… - Email	An email to the user's address	An email address on the user record (Manage Users → Manage User), and an email gateway configured for the application

Subscribing to one medium does not subscribe the user to the others. A user who is subscribed only to Inward Patient Nursing Discharge - System Notification will see the bell light up but will never receive an email or SMS about it. If someone reports "I am not getting notified", check which medium they are subscribed to before anything else.

The bell in the top-right shows a new alert immediately after a nursing discharge is confirmed. SMS and Email for the same event are delivered separately, in the background.

Note on delivery: SMS and Email are sent in the background, so confirming the action never waits for the gateway. If a message cannot be delivered — no gateway configured, or the address/number is missing — the action still completes normally and the failure is recorded for administrators rather than shown to the person who performed it.

When to Use

• A user needs to receive notifications when specific events happen (e.g. a pharmacist who wants to know when a GRN is approved)
• You need to remove a notification a user is receiving but no longer needs
• The order in which a user processes their alerts needs to be re-arranged

Navigating to Subscription Management

1. Click Administration → Manage Users
2. Select the user row
3. Click Manage User Subscriptions in the right action panel
4. The Manage User Subscriptions screen opens

Required privilege: AdminManagingUsers

Loading Existing Subscriptions

1. Select the Department from the dropdown
2. Click List Subscriptions
3. The table below populates with the user's current subscriptions for that department

Adding a Subscription

1. Select the Department, or tick Application-wide to subscribe the user across every department (useful for hospital-wide roles such as a Guest Relations Officer, who would otherwise need one subscription per department)
2. Select the Subscription to Add from the dropdown — this lists every trigger type, in all three mediums
3. Click Add Subscription
4. The subscription appears in the list

To notify a user by more than one medium, add each one separately — for example Inward Patient Nursing Discharge - System Notification and Inward Patient Nursing Discharge - Email.

Managing Subscription Order

Each subscription has up and down arrow buttons:

• Click the up arrow to move the subscription higher in the list
• Click the down arrow to move it lower

The order determines the sequence in which alerts appear in the user's notification feed.

Removing a Subscription

Click the trash icon (red button) in the Actions column next to the subscription you want to remove.

Role-Level Subscriptions

Subscriptions can also be managed at the role level so all users in a role share the same alert configuration. See Creating and Managing User Roles for details.

Related Features

• Creating and Managing Users
• Creating and Managing User Roles