Communication > Alerts - Omoplata Docs

Alerts are problems Omoplata finds on its own and puts in front of your team: a SEPA file nobody sent, a member with nothing to charge, a contract about to end. Each alert points at one record (a member, a membership, a SEPA file), says what to do, and goes away once the problem is fixed or someone deals with it.

Where alerts show up

Place	What you see
The bell	In the header of every page. The badge counts open alerts. Tabs for Open, Done, Ignored and All, and each alert links straight to where you fix it.
The alerts page	Alerts: tiles per status (Open, Done, Auto-resolved, Ignored) plus the average time to resolve, and charts for raised vs. resolved per week, open alerts by type and by category. Click a bar or a legend entry to filter the list.
The member's page	A member's open alerts appear as flags at the top of their page. Missing payment method and stuck onboarding are left out there, since the page already shows those.

Filtering the bell by category

Under the tabs, the bell shows a pill per category -- System, Member, Membership, Email -- with the number of alerts in it. Click a pill to see only that category; click it again, or All, to clear the filter.

Mark all as done marks every open alert. With a category selected the button reads Mark N as done and only marks that category; the confirmation asks "Mark N alerts in category X as done?". Alerts that clear themselves, like a bounced email, are skipped.

When checks run

The checks run once a day, at 00:06 in your club's timezone. So a problem you fix during the day clears overnight, and an alert you mark done while its problem still exists is back the next morning.

Three alerts are raised the moment something happens instead: Email bounced, SMS limit reached and New feature.

Built-in alerts

Alert	Raised when	Clears when
SEPA file not sent	A SEPA file was created but is still not sent 12 hours later.	The file is sent, processed or deleted.
Fetch bank transactions	A SEPA file was sent 5 or more days ago, and your fetched bank transactions don't yet reach 5 days past its collection date -- see below.	Your bank transactions reach 5 days past the collection date (right after the fetch), or the file is deleted.
Member stuck on onboarding	A member started onboarding 2 or more days ago and hasn't finished.	Onboarding is completed or the membership is deleted.
Member without payment method	A member with an active membership has no active payment method (nor does any guardian), and something is left to collect -- see below.	They or a guardian add a payment method, or nothing is left to collect.
Membership pause ending	A pause ends within the next 7 days.	The member is back from the pause.
Member with multiple memberships	A member has more than one active membership, not counting one already replaced by a new contract.	They are down to one.
Contract expiring	A fixed-term contract with no end date set reaches its contract end within the alert window (default 30 days, set in the membership settings; 0 turns the alert off).	The membership is cancelled or given an end date, or 7 days after the contract end.
Email bounced	An email to a member bounces. Further bounces add to the same alert.	The member's email address is changed. It can't be marked done, only ignored.
SMS limit reached	Your club uses up its monthly SMS allowance. Once per month.	Never on its own -- mark it done or ignore it.
New feature	Omoplata announces something new.	2 days after it appears.
Custom rule	One of your club's own rules matches a record -- see Custom rules.	The record no longer matches.

Member without payment method: free and voucher-paid memberships

The alert only appears when there is something left to charge. Omoplata looks at the member's active memberships and their recurring fees (one-time sign-up fees don't count), and applies the member's vouchers the same way billing does:

A voucher counts only if it is active, valid today, and allowed for memberships (or for fees, when paying a fee).
Each voucher's balance is used only once across all charges.
A voucher can pay a membership's amount and at most one recurring fee per membership. Any further fee still needs a payment method.

So a free membership raises nothing, nor does one fully covered by a voucher. The alert comes back once the voucher runs low or expires.

Fetch bank transactions: checking for returned direct debits

This alert is a reminder, not an error: nothing is wrong with the SEPA file, and the collection has usually already been booked to your account.

It reminds you to fetch your bank transactions so Omoplata sees returned direct debits -- debits a member's bank sends back, for example for insufficient funds or because the member disputed them. Omoplata only learns about a return through your bank transactions. A few days after the collection date, the invoices of a SEPA file are marked as paid automatically; if you haven't fetched by then, a failed debit stays marked as paid and the member gets no reminder.

Why the alert stays even though the collection is already visible: the collection credit arrives first, returns only in the days after it. That's why your bank transactions have to reach 5 days past the collection date -- the alert's text tells you which date that is.

What to do:

Fetch your bank transactions under Finance > Bank transactions (via FinTS or by uploading a bank statement).
Do it again a few days after the collection date until the alert goes away. It clears itself right after the fetch -- you don't need to mark it as done.

Returns found this way move the invoice to pending retry and start the dunning process -- see Failed payments.

The lifecycle of an alert

Status	Meaning
Open	Needs attention.
Done	Someone on your team dealt with it.
Ignored	Someone decided it doesn't matter.
Auto-resolved	Omoplata saw the problem is gone.

What happens when the problem is found again:

After	Comes back?
Done or Auto-resolved	Yes. If the next check finds the problem again, the same alert reopens. "Done" means "I dealt with it", not "stop telling me".
Ignored	No. An ignored alert never returns for the same record; only a manual Reopen brings it back.
Custom rules	The exception: a custom rule raises a fresh alert for a matching record, even after the earlier one was marked done or ignored.

There is only ever one alert per problem and record: when a check finds the same problem again, it updates the open alert instead of adding a second one.

Handling expiring contracts

When you resolve a "Contract expiring" alert, you get three options so you can trigger the right follow-up directly:

Option	Description
Keep as is	The alert is closed and the membership is left unchanged.
Change terms	Schedules a switch to a monthly price at the end of the contract, optionally with a custom amount. The change is applied automatically on the contract end date.
New contract	Creates a new membership starting the day after the contract ends, ends the current one on the contract end date, and sends the member a contract-signing link.

If you do nothing, the membership keeps running on its old terms after the contract end. The alert stays for a week so you notice, then clears. The members list filters still find those memberships.

Custom rules

Beyond the built-in checks, your club can have its own custom alert rules that watch for any condition -- for example, members who haven't logged in for 30 days, or unfulfilled document requests. A rule consists of:

Field	Description
Model to monitor	What is being checked (e.g. Member, Membership).
Conditions	One or more conditions that must all be met (e.g. field `created_at` is more than 30 days ago, or no payment method exists).
Check frequency	How often the rule runs -- at most once a day, with the nightly check.
Template	The title and body of the resulting alert. Placeholders like `{first_name}` or `{membership.plan.name}` insert values from the record.
Default assignee	Optional, to assign new alerts to a team member automatically.

Under Settings > Alerts you see your club's rules and can switch each one on or off, or delete it.

Visual rule builder

The visual builder for custom rules is in development. Until then, custom rules are set up technically -- ask your Omoplata team to help.