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Low Stock Alerts

Low Stock Alerts notify administrators when parts inventory falls below configured reorder levels. This helps ensure you have the parts needed for repairs without manually monitoring stock levels.

Configure alerts in Settings > Automation.

How Alerts Work​

Each part can have a Reorder Level - a minimum quantity threshold. When inventory drops below this level, the system sends notifications to designated administrators.

Example: Set a reorder level of 5 for iPad screens. When stock drops to 4 or fewer, alerts are triggered.

Alert Types​

Immediate Alerts​

Sent as soon as inventory drops below the threshold:

  • Triggered when parts are used on incidents
  • Triggered when inventory is manually adjusted
  • Includes specific part and location details
  • Only sent once per part/location within 24 hours (prevents alert fatigue)

Daily Digest​

A summary email sent daily:

  • Lists all parts currently below their reorder level
  • Sent at the configured daily automation time
  • Includes a table with part names, current quantities, and reorder levels
  • Useful for planning reorder activities

Configuring Alerts​

Enable or Disable Alerts​

  1. Go to Settings > Automation
  2. Find the Parts Inventory Alerts section
  3. Configure:
    • Send Immediate Low Stock Alerts - Enable/disable instant notifications
    • Send Daily Low Stock Digest - Enable/disable the daily summary
  4. Click Save

Set Reorder Levels on Parts​

For each part you want to monitor:

  1. Go to Incidents > Parts Inventory
  2. Click on a part name
  3. Click Edit
  4. Set the Reorder Level to the minimum quantity threshold
  5. Click Save

Set reorder level to 0 to disable alerts for a specific part.

Alert Recipients​

Alerts are sent based on role settings, not to specific email addresses.

Configure Role Notifications​

  1. Go to Settings > Roles
  2. Edit the desired role
  3. Enable Parts Inventory Notifications
  4. Click Save

All active administrators with this role receive low stock alerts.

Common setup:

  • Enable notifications for tech coordinators and inventory managers
  • Disable for general repair technicians who don't handle ordering

Email Templates​

Customize alert content using email templates.

Accessing Templates​

  1. Go to Settings > Email Templates
  2. Find the templates:
    • Low Stock Alert - Immediate
    • Low Stock Alert - Daily Digest

Available Merge Fields​

Immediate Alert:

  • {$part_name} - Part name
  • {$part_sku} - Part SKU
  • {$location_name} - Location name
  • {$current_quantity} - Current stock level
  • {$reorder_level} - Reorder threshold

Daily Digest:

  • {$parts_count} - Number of low stock parts
  • {$parts_list} - HTML table of all low stock items

Setting Effective Reorder Levels​

Consider these factors when setting reorder levels:

Lead Time​

How long does it take to receive new stock?

  • 2 days = lower reorder level acceptable
  • 2 weeks = higher reorder level needed

Usage Rate​

How quickly do you typically use this part?

  • 5 per week = need more buffer
  • 1 per month = lower level is fine

Criticality​

How important is this part for repairs?

  • Common repairs (screens) = don't run out
  • Rare repairs = can wait for stock

Example Calculation​

iPad Screens:

  • Usage: 5 per week
  • Lead time: 2 weeks
  • Minimum needed: 5 × 2 = 10
  • With 50% buffer: Reorder level = 15

Common Questions​

Q: Why didn't I receive an alert? Check these items:

  1. Is the setting enabled in Settings > Automation?
  2. Does your role have Parts Inventory Notifications enabled?
  3. Is the part's reorder level set above 0?
  4. Did you already receive an alert for this part in the last 24 hours?

Q: Can I send alerts to a specific email address? Alerts use role-based notifications by default. However, you can add a CC or BCC address on the email template itself in Settings > Email Templates. Find the "Low Stock Alert" templates and add the desired email address to the CC or BCC field to ensure a specific address always receives a copy.

Q: When is the daily digest sent? At the time configured in Settings > Automation under "Default Daily Automation Time."

Q: Will I get alerts for every location? Immediate alerts are per part/location combination. If a part is low at multiple locations, you'll receive separate alerts for each.

Q: How do I stop getting too many alerts?

  • Adjust reorder levels to more appropriate thresholds
  • Increase stock to stay above reorder levels
  • Set reorder level to 0 for parts you don't want to monitor

Next Steps​

Low stock alerts help you stay ahead of inventory needs and avoid repair delays!

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