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System Notifications

This article lists the emails that Clarity Human Services sends to notify users of a variety of system functions.

The tables below explain which staff members will receive each type of notification.

Referral Status Notifications

Notification Staff Member Receiving Notification
Staff Member Who Created
the Referral		 Responsible Staff Member at Referred-To Program Agency Notification Contact at
Referred-To Agency		 Referral Case Manager

New Referral

New referrals that are made to a program or community queue.

 ✓ ✓ ✓  

Pending Referral
(if a Case Manager is assigned for the referral)

This notification is related to Pending Referral Notifications settings. When this setting is enabled, the system notifies specific users if referrals assigned to an agency are pending and/or in process for more than the specified time or frequency. 

       ✓

Pending Referral
(if a Case Manager is NOT assigned for the referral)

This notification is related to Pending Referral Notifications settings. When this setting is enabled, the system notifies specific users if referrals assigned to an agency are pending and/or in process for more than the specified time or frequency. 

 ✓ ✓    

Denied Referral
(if a Case Manager is assigned for the referral)

The Status of a referral made directly or re-assigned to a program was manually updated to “Denied.”

 ✓     ✓

Denied Referral
(if a Case Manager is NOT assigned for the referral)

The Status of a referral made directly or re-assigned to a program was manually updated to “Denied.”

 ✓ ✓ ✓  

Expired Referral

The Status of a referral is "Expired" automatically (due to Expiration Thresholds) or manually updated to "Expired."

 ✓      

Re-assigned Referral*

A referral was reassigned to a program from a Community Queue. 

 ✓   ✓  

Updated Referral

The status of an existing Referral is updated.

 ✓      

New Referral Note

A new Note is added to a referral.

 ✓      

*When a referral is re-assigned to a program, a “New Referral” notification is also sent to the Agency Notification Contact and to the Responsible Staff Member at that program.

Note: Users with the appropriate access rights to create and edit notes can tag one or more end users in a Referral note. A notification with a link to the tagged note and relevant client record will be sent to the user’s email and/or Staff Inbox. For more information on tagging users in Referrals, please refer to this article.

Program/Service Notifications

Notification Staff Member Receiving Notification

Service Item Expiry Warning

The Expiry Warning setting automatically sends an email to the selected staff member at a specified time before the service item's end date.

 Staff member designated in the Expiry Warning setting*

Assessment Due Warning 

This warning applies only to annual assessments. In addition, the designated Assigned Staff member for the program enrollment must have the Assessment Due Warning setting toggled on in their Account Settings at the time of client enrollment.

 Program Assigned Staff**

Program Auto-Exit

A notification is sent based on one of the two Program Auto Exit options: Auto Exit Due to Inactivity or Auto Exit to Permanent Destination. 

 Program Assigned Staff

Program Openings

A new program opening is posted in the REFERRALS > Availability section.

 Staff members whose Access Role for their primary agency has the Referral Match Maker permission enabled;
Staff member set as the program-level contact for a Coordinated Entry program

Aging/Aged into Adulthood

As the client’s 18th birthday approaches/passes, the system will provide notifications based on Adulthood Notification settings.

 Program Assigned Staff
An upcoming Unit Configuration Type that was added to the Unit before it was occupied has at least one occupant who is not eligible for the upcoming UCT.   Program Assigned Staff and the user who placed the client in the Unit.
Number of Beds in a Unit’s upcoming Unit Configuration Type is less than the number of Beds that are either occupied or have pending occupancy in the current UCT. Refer to INVENTORY: Beds for details.
Client no longer meets the eligibility requirements for a current Unit/Bed occupancy.  Program Assigned Staff
Client no longer meets the eligibility requirements for a pending Unit/Bed occupancy.  User who created the pending occupancy

SSO notifications

For System Administrators who have implemented Single Sign-On (SSO) for their instance using an approved SSO app.

 SSO Primary Contact

Service Item Notes

Users with the appropriate access rights to create and edit notes can tag one or more end users in a Service Item note. 

 User tagged in the Note

*If you set the Expiry Warning to send a notification 1 Day before the service item End Date, you will not receive a notification unless the End Date is at least 2 days away. 

**If the staff member is inactive, the notification will be sent to the Agency Manager. If there are multiple Agency Managers, the notification will be sent to the first staff member with the Agency Manager role, regardless of whether the Agency Manager has Assessment Due Warning enabled.

Data Import Tool/Reports Notifications

Notification Staff Member Receiving Notification
Data Import Successful Staff member importing the file
Data Import Failed Staff member importing the file
Scheduled Report Is Processed Staff member who ran the report

User Notifications

Notification Staff Member Receiving Notification
Reset Password Staff member who clicks the FORGOT PASSWORD link
Disable Inactive Warning Staff member who has not logged in for the number of days established in the Disable Inactive Warning setting
Disable Inactive User Staff member who has not logged in for the number of days established in the Disable Inactive User settings
Force Password Change Reminder Staff members based on the Force Password Change Reminder setting
Force Password Change Staff members who don't change their password within the specified time
Account Requires Password Change Staff members based on the Force Password Change setting
One Time Password Notification Staff members who log in to Clarity with enabled 2FA
New Inbox Message Received Staff member who has received a message via the Clarity Inbox
You have been mentioned in a note Staff member who has been tagged in a Note in a client's NOTES tab, a client's Program Notes, a client's Referral Note, a client's Location Note, a client's Contact Note, a client's Service Note, a client's Coordinated Entry Event Note, or a client's Program Restriction Note.


Updated: 12/18/2025