User GuideAlerts & Notifications

USER GUIDE

Alerts & Notifications

Set up alerts and manage event reminders to stay on top of overdue items, low stock, and scheduled events.

Overview

Invenicum’s alert system helps you stay on top of important events and conditions. You can create custom alerts, schedule event reminders, and get notifications for overdue items and low stock.

System Alerts

Auto-generated for low stock, overdue loans, and critical events

Custom Alerts

Manual warnings, reminders, and calendar events you create

Event Calendar

Visualize upcoming scheduled events with advance notifications

Types of Alerts

System Alerts

Auto

Automatically generated by Invenicum:

  • Low Stock Alerts — when item quantity drops below minimum stock level
  • Overdue Loan Alerts — when loaned items pass their return date
  • Critical System Alerts — important system messages or errors

Custom Alerts

Manual

Alerts you create manually:

  • Warnings — important notices that need attention
  • Information — general notifications and reminders
  • Events — scheduled calendar events with advance notifications

Use system alerts for automated monitoring, and custom alerts for manual tracking of important dates or tasks.

Viewing Alerts

The Alerts screen has two tabs:

Alerts Tab3

HDMI Cable stock critical

2 min ago

Loan overdue — Dell XPS 15

1 hr ago

System update available

Yesterday

Badge shows count of unread alerts
Sorted by creation date (newest first)
Icons indicate alert type
Calendar Tab2
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Orange dots on dates with events
Click any date to see its events
Badge shows unread events count

Creating a Custom Alert

Step 01

Open Alerts Screen

Navigate to Alerts from the main menu.

Step 02

Click New

Click the New floating action button at the bottom.

Step 03

Choose Type

Toggle Is an Event?:

OFF

Creates a simple alert notification

ON

Creates a calendar event with scheduling options

Step 04

Enter Details

Title

Brief description of the alert

Message

Detailed information

Step 05

Schedule (Events Only)

For events: choose the date, time, and notification timing.

Step 06

Save the Alert

Click Save to create the alert.

Creating Event Alerts

Events are special alerts tied to specific dates and times.

Setting Event Date/Time

1. Toggle Is an Event? ON
2. Click the date selector to choose a date
3. Click the time selector to choose a time
4. Event appears in the calendar on that date

Notification Timing

At the event timeNo advance warning
5 min beforeShort reminder
15 min beforeDefault reminder
30 min beforeMedium advance warning
1 hour beforeLong advance warning

Equipment maintenance → 1 hour. Meeting reminder → 15 minutes.

Event Examples

Equipment Maintenance

Title

Printer Maintenance Due

Date

Mar 15, 2024 · 9:00 AM

Notify

1 hour before

Message

Quarterly maintenance for Office Printer – HP LaserJet

Lease Expiration

Title

Laptop Lease Expires

Date

Jun 30, 2024 · 5:00 PM

Notify

30 min before

Message

Laptop #LP-1234 lease ends – arrange renewal or return

Warranty Expiration

Title

Monitor Warranty Ends

Date

Apr 10, 2024 · 12:00 PM

Notify

15 min before

Message

Dell Monitor warranty expires – document final status

Managing Alerts

Marking as Read

1. Click the alert to expand details
2. Click the Mark as Read checkmark icon
3. The alert styling changes to indicate it’s been read
4. The badge count decreases

Marking as read doesn’t delete the alert — it stays in the list for reference.

Editing Events

1

Find the Event

Locate in the Calendar tab

2

Click Edit

Click the edit icon on the event card

3

Modify Details

Update title, date/time, or timing

4

Save Changes

Click Save Changes to update

If an event date changes, edit the alert rather than deleting and recreating it — this preserves any notes or history.

Deleting Alerts

1. Locate the alert you want to remove
2. Click the delete (trash) icon on the alert card
3. The alert is immediately deleted with a confirmation message

Deletion is permanent. Deleted alerts cannot be recovered. Consider marking as read instead.

Alert Types

Info

Blue

General notifications, reminders, FYI messages

Warning

Orange

Important notices, approaching deadlines, moderate issues

Critical

Red

Urgent issues, overdue items, system errors

Event

Indigo

Scheduled events, calendar reminders

Using the Calendar View

The calendar view helps you visualize scheduled events at a glance.

Calendar Features

  • Month navigation — arrow buttons to move between months
  • Today highlight — current date is marked
  • Event markers — orange dots on dates with events
  • Date selection — click any date to see its events

Viewing Events by Date

1. In the Calendar tab, click a date on the calendar
2. Events for that date appear in the list below
3. Click an event to see full details
4. Edit or delete events as needed

At the start of each week, check the calendar to see upcoming events and prepare for scheduled tasks.

Best Practices

Review Alerts Regularly

Check the alerts screen at least daily to catch important notifications.

Mark Alerts as Read

After addressing an alert, mark it as read to keep your list clean and organized.

Use Descriptive Titles

Write clear, actionable titles like "Replace Printer Toner" instead of just "Printer".

Set Appropriate Lead Times

Ordering replacement equipment might need weeks of lead time, not just an hour.

Combine with Tasks

For complex events, include detailed steps in the message field.

Clean Up Periodically

Delete old, irrelevant alerts monthly to keep the system manageable.

Common Use Cases

Equipment Maintenance

  • Monthly printer maintenance
  • Quarterly server updates
  • Annual equipment inspections
  • Biannual safety checks

Lease & Contract Tracking

  • Equipment lease expirations
  • Service contract renewals
  • Warranty end dates
  • Insurance policy renewals

Inventory Management

  • Low stock warnings (automatic)
  • Reorder reminders
  • Seasonal inventory prep
  • Physical inventory count dates

Project Deadlines

  • Equipment delivery dates
  • Project milestone equipment needs
  • Return dates for borrowed equipment
  • Demo unit return deadlines

Common Questions

How do I get email notifications?

Email notifications are planned for a future release. Currently, alerts appear only within the app.

Can I set recurring alerts?

Not yet. For recurring events (monthly maintenance, etc.), you need to create individual event alerts for each occurrence.

What’s the difference between an alert and an event?

Alerts are immediate notifications. Events are scheduled for specific dates and times and appear in the calendar view with advance notification options.

Can I assign alerts to other users?

Currently, alerts are shared across all users in a container. User-specific assignments are planned for a future version.

Do deleted alerts affect history or reports?

No, alert deletion doesn’t affect item history or other data. It only removes the alert notification itself.

What happens if I miss an alert notification?

The alert remains in your alerts list until you mark it as read or delete it. Nothing is automatically dismissed.

Can I attach files to alerts?

Not currently. Use the message field to include detailed information, or reference file locations and documents in the text.

Related Topics

Loans — automatic overdue alerts

Managing Items — low stock alerts

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Loans

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Reports