Admin alert rules

Notification preferences are personal: each person chooses what reaches them. Alert rules work the other way round. The workspace decides who must be told when something specific happens. As the page puts it: "Alerts respect a dead email address but not a recipient's personal notification mutes — you, the admin, decide who is told."

Open the account menu (your avatar, top right) › Global settings › Alerts › Manage alert rules. The page needs the Manage settings permission.

The Alert rules page

• Open alerts at the top lists every alert that has fired and not yet been dealt with, showing the rule name, what happened and when, and an Acknowledge button. When there's nothing waiting it says "Nothing waiting. Alerts that fire appear here until someone acknowledges them."
• Your rules follow, one card each. A card shows the module and trigger, a summary of its conditions and recipients, and whether it also pushes to the app or attaches a PDF. Use the switch to enable or disable a rule, the pencil to edit it and the bin to delete it.
• On the Free plan, a line under the introduction shows how many rules you've used, for example "2 of 3 rules used". Team and above have no limit.

Building a rule

Click New rule. The rule has three cards.

Rule: a Name (for example Dangerous defect raised), the trigger under When, and Enabled. The When list is grouped under a heading for each module, in the same order as your workspace, with Security & admin last. There are about 200 triggers. A few examples:

• Jobs & work orders: A job's status changes, A job is completed, A visit is scheduled on a job.
• Scheduling & dispatch: An unacknowledged assignment is escalated, An assignment is made without a required authorisation.
• Fleet & vehicles: A vehicle is put pending off-road, A vehicle compliance item is expiring, A vehicle running cost is recorded.
• Forms & inspections: A form or inspection is submitted, A submission is reviewed, An AI finding is confirmed.
• Defects & issues: A defect is reported, A defect is graded, A defect is reopened.
• Commercial & billing: An invoice is overdue, Overdue owed to you passes an amount, A client's oldest overdue invoice passes a number of days, A quote is converted, The bank details on invoices change, A bill is waiting for approval, A bill is overdue, A purchase order is raised, An order has been invoiced for more than it was worth.
• Security & admin: A person's PII is viewed (first time), A person's access or permissions change (first time), The workspace's modules change, An alert rule is deleted, A locked timesheet period is unlocked.

A trigger for a module or feature your workspace has switched off isn't offered, because it could never fire.

Two switches sit under the trigger:

• Also push to the app: "Recipients who use Maliru get a notification on their phone and in the web app, as well as the email."
• Attach a PDF summary: "Send a printable one-page PDF alongside the email."

Two Commercial triggers watch a level rather than an event: Overdue owed to you passes an amount and A client's oldest overdue invoice passes a number of days. Each has a line to set, an Amount or Days late, and its card reads, for example, Past £5,000 or Past 30 days. It fires once when the level goes past the line, and again only after it has been back under. These two reach only people who hold Manage commercial; extra email addresses still get them. See The Commercial overview.

Conditions: leave this empty and "the rule fires on every matching event". Otherwise click Add and choose a field, an operator and a value, then pick Match all or Match any. The fields depend on the trigger. A job trigger offers New status, Previous status, Status category and Workstream, all picked from your own names, plus Job title, Client, Site, Assignee and Team. Defect triggers offer Grade / severity, Status, Priority, Category, Raised against and Reporter's safety assessment. Form triggers offer Result, Status, Score, Form, Kind and Submitted by. The operators read as plain words: is, is not, is any of, contains, greater than, at least, less than, at most, is set and is not set.

A condition on a date and time compares UTC, and the box says so ("UTC, e.g. 2026-09-17 07:00"). The email and PDF still show times on your workspace's clock.

Recipients: mix as many of these as you like:

1. Whoever raised or submitted the record.
2. Whoever is assigned to the record: the crew on a job, meaning everyone assigned at the moment the event happened.
3. The record's manager: "The direct manager of whoever raised or submitted it."
4. Everyone who holds a permission, for example Defects & compliance managers, Submission reviewers, Fleet managers, Commercial managers, Bills & expenses managers or Workspace admins.
5. Smart groups: your rule-based groups of people.
6. Specific people: search by name, or by what they do.
7. Extra email addresses: people outside Maliru, such as a client contact or a safety consultant. They get the email only, never a push.

Click Save.

Two examples:

• A defect is graded, with Grade / severity is any of: dangerous, critical, emails your compliance managers when something serious is graded.
• A job's status changes, with New status is Completed and Workstream is Reactive repairs, pushed to whoever is assigned, tells the crew the job is closed without anyone typing a message.

What arrives

A short email with the rule's name, the record's title, what happened, a table of the details, and an Open the record button that lands the reader on that exact record. Times read on your workspace's clock, for example Thu 17 Sep 08:00. With Attach a PDF summary on, a one-page printable summary is attached. With Also push to the app on, recipients who use Maliru also get a notification that opens the record. It goes in their inbox under the locked Alert rules category, which only their Everything pause can stop.

Behaviour worth knowing

• Rules are checked every few minutes, not the instant something happens.
• A rule fires at most once per record, so there are no duplicate storms. Triggers marked (first time) fire only on the first matching change.
• Only events after the rule was created fire. Enabling a rule never sends the backlog.
• Addresses that bounced or complained, and people who have been deactivated, are dropped automatically.

Acknowledge alerts that have been handled

A fired alert stays under Open alerts until someone clicks Acknowledge. Deal with the record first, then acknowledge. Acknowledging records that the alert was handled. It doesn't close a defect or complete a job for you.

The dashboard catalogue has an Open alerts card, which counts what's still to acknowledge, and an Alerts fired card for the chosen period. Both need Manage settings.

Tip: start with one rule, such as A form or inspection is submitted with Result is fail, sent to your compliance managers, and add more from there.