Workflows - Check-in based

Check-In workflows allow you to configure actions that can send notifications when SafeZone users have checked in on the SafeZone App. The workflow can be customized to trigger the action based on conditions such as:

• a user being checked in/out
• a check-in timer expiring
• check-in timer de-escalation
• a checked-in user entering and exiting a region
• the check-in timer reminders appearing on the SafeZone user's device

Important: in order for the SafeZone users to use the Check-In and Check-In Timer features on the SafeZone App, your organization must have the Check-In Settings enabled in the Global Settings. These settings are enabled by default however if your organization has disabled these features, SafeZone users will not be able to check-in and the workflows will not run.

For instructions on how to enable and configure the Check-In Settings please see the guide on Global Settings - Check-In Settings

This workflow can support the following use cases:

• Lone and after-hours workers
• Healthcare
• Counsellors
• Vulnerable users
• Remote workers
• Contractors
• Travelling abroad

To set up a Workflow for check-ins:

1. Click on Admin -> Workflows -> Workflow Rules. 

2. To add a new workflow rule:

   1. Click the plus icon 
   2. When creating a new workflow, there are five main steps
      1. Define
      2. Select trigger
      3. Specify conditions
      4. Add actions
      5. Confirmation screen

   Define

   The first step defines your workflow. Here is where you give the workflow rule a name, a short description of the rule and you can set it to enable or disable.

   To define the Workflow:

   1. Enter the name of the workflow in the Name field
   2. Enter in a short description of the workflow in the Summary field
   3. Select the state of the workflow by toggling the Enabled State switch
   4. Click the Next button  to save and progress to the Select Trigger menu, otherwise click on the X  to discard and close the editor.

   Select Trigger

   Triggers are system events that an action can be wired to in response. You must select a trigger at this step to continue with the workflow rule set up.

   The set of triggers (and their descriptions) for a check-in based workflow are:

   • User checked in - the SafeZone user taps on the Check-in or Check-in Timer button
   • User checked out - the SafeZone user taps on the Check Out or Cancel Timer button
   • Check-in de-escalated - a Check-In Timer has expired, the alert has been raised and the SafeZone user cancels the alert and checks out of the SafeZone App.
   • Checked in user entered region - a checked in user enters a region
   • Check-in escalated - a Check-in Timer has expired and the alert has been raised
   • Checked in user exited region - a checked-in user exits a region
   • Timed check-in first reminder issued - the first check-in timer reminder appears on the SafeZone user's app
   • Timed check-in second reminder issued - the second check-in timer reminder appears on the SafeZone user's app.

   To select the trigger:

   1. Click on the drop-down for Trigger this rule when
      
      
   2. Select the trigger from the menu
   3. Click the Next  button to save and progress to the Specify Conditions menu, otherwise click on the Back  button to go back to the Define menu.

   Specify conditions

   Conditions are applied to a trigger which must be met in order for the workflow to run. 

   The set of conditions that you can select from are:

   • Restrict to a specific user
   • Restrict to a specific user group
   • Restrict to a specific region
   • Restrict to a specific region group
   • Restrict to only execute within a specific time period, that may repeat every N days

   Note: Some conditions are only available for certain triggers that give them enough information to execute.

   Important: More than one condition can be applied, but they all need to pass, in order for the actions to be executed. So for example, multiple conditions added with different users specified would never work.

   To specify conditions to the workflow:

   1. Click on the drop-down for Add a new condition
   2. Select the condition from the menu
   3. If you need to add additional conditions, click on the drop-down for Add a new condition
   4. Select the condition from the menu
   5. Once you have added in the conditions for the workflow, click the Next  button to save and progress to the Add Actions menu, otherwise click on the Back  button to go back to the Select trigger menu.

   Add Actions

   Add actions allows you to dictate which actions occur. You must select one or more actions to run, and multiple actions can be run sequentially with optional delays in the sequence.

   The set of actions that you can select from are:

   • Send notification to a specified user group (or all groups the triggering user was in)
   • Send notification to a specific user (or the triggering user).
   • Insert a delay (in minutes) before continuing the execution of other actions.
   • Send a pre-configured SMS notification to user group supervisors of all groups the triggering user was in (currently only available for the “Timed check-in second reminder” trigger).

   Note: Some actions are only available for certain triggers that give them enough information to execute.

    To add actions to the workflow:

   1. Click on the drop-down for Add a new action
   2. Select the action from the menu
   3. Select the Notification template from the drop-down menu
   4. Select which user/user group will receive the notification
   5. To add additional actions, click on the drop-down for Add a new action
   6. If the workflow only requires one action, you can go to Step 7.
      Optionally, you can add additional actions or even set up a delay between actions (the screenshot below is for illustration purposes)
      
   7. Once you have added in the actions for the workflow, click the Next  button to save and progress to the Confirmation screen, otherwise click on the Back  button to go back to the Conditions menu.

   Confirmation screen

   After you have added in your actions, you will be presented with a screen that allows you to view the workflow rule that you have created and gives you the option to save, modify or cancel the creation of the workflow.

   

   On the Confirmation screen:

   1. To save your workflow click on the Save  icon
   2. To go back a step to the Actions menu, click on the Back  button
   3. To cancel the creation of your workflow and discard the changes completely, click on the Cancel  button.

   For more information about viewing, editing or deleting workflows or to learn more about how these can be applied (there are some examples below), please contact your Customer Success Manager.