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 | ✓ | ✓ | ✓ | |
| Pending Referral (if a Case Manager is assigned for the referral) |
✓ | |||
| Pending Referral (if a Case Manager is NOT assigned for the referral) |
✓ | ✓ | ||
| Denied Referral (if a Case Manager is assigned for the referral) |
✓ | ✓ | ||
| Denied Referral (if a Case Manager is NOT assigned for the referral) |
✓ | ✓ | ✓ | |
| Denied Referral (if a Case Manager is assigned for the referral) |
✓ | ✓ | ||
| Expired Referral | ✓ | |||
| Re-assigned Referral* | ✓ | ✓ | ||
| Updated Referral | ✓ | |||
| New Referral Note | ✓ | |||
*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. More information about tagging users in Referrals can be found here and here.
Program/Service Notifications
| Notification | Staff Member Receiving Notification |
| Service Item Expiry Warning | Staff member designated in the Expiry Warning setting* |
| Assessment Due Warning (annual assessments only) | Program Assigned Staff** |
| Program Auto-Exit | Program Assigned Staff |
| Program Opening/ Multiple Openings |
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 | 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 | 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. 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. More information about tagging users can be found here and here. |
*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: 04/21/2025