Who can do this
Everyone can see upcoming alerts. Only owners and admins change who gets them and send tests.
Plan
Texts are on the Professional plan and above, once you've chosen a plan. Trials send email alerts only.
Step 1: Choose who gets alerts
Choose Alerts in the menu, then Who gets alerts. Tick Owners, Admins and Department managers to email them, and Operatives, by email or Operatives, by text to remind people about their own tickets. Weekly summary sends owners and admins a list every Monday.
Then choose Save alert settings.
Managers only hear about their own department. Nobody gets alerts about leavers.
Illustration: The who gets alerts settings with owners, admins, department managers, operatives by email and weekly summary ticked, and the save alert settings button highlighted. Step 2: Know when they go out
Alerts go out every morning: 90, 30 and 7 days before a ticket or training expires, and on the day. Each reminder is sent once.
Upcoming shows what's due in the next 30 days. Anything marked "Next run" goes out the next morning.
Illustration: A timeline of reminders at 90 days, 30 days, 7 days and on the expiry day, above an upcoming alerts list. Step 3: Send yourself a test alert
Under Send a test alert, choose By email to your own address, or By text to a UK mobile if your plan has texts, and choose Send test alert. It's an example expiry alert, so you see exactly what arrives.
Not arrived after a few minutes? Check spam and mark it as not spam, or the real alerts will land there too.
Illustration: The send a test alert form with by email chosen and the send test alert button highlighted. Step 4: What an alert looks like
Each email lists what's running out, for whom and when, says whether a renewal is booked, and links straight to the Passport.
Illustration: An example reminder email listing three operatives' tickets that expire soon, with whether each renewal is booked. Step 5: Check what arrived
Alert history lists every message, a day at a time, marked Delivered, Sent or Didn't arrive. The Alerts page also tells you if something didn't arrive in the last 7 days.
Illustration: The alert history with messages grouped by day, each marked delivered, sent or didn't arrive.
Still stuck? Email us and a real person will help. Tell us which guide and step you're on and what you can see. support@qualtrack.co.uk
Checked against the app on 7 Oct 2026. The pictures in these guides are drawings of the app, so the details on your screen may look a little different. The steps and button names are the real ones.
