Get alerted when an urgent email arrives

Urgent email alert

How do you alert an on-call team when an urgent email comes in?

When an urgent email is sent, whether by a person or by an automated system, it may require a fast response from decision-makers or field teams.

Yet with a standard mailbox, there is no guarantee that an incoming email will be noticed, especially after hours.

That's why it is crucial to set up a system that alerts only the people on call during their shift, without disturbing the rest of the team.

Managing email alerts

Schedule the on-call staff who should receive the email

Planitel makes on-call scheduling efficient.
On top of automatically forwarding calls to the people on call, Planitel lets you set up alerts whenever an important email is received.

This feature sends alerts about an urgent email only to the people listed in the on-call schedule, so the rest of the team is left undisturbed.

Scheduling email reception

Choose which emails trigger an alert

With Planitel email alerts, you can define criteria to pick out the important emails that require an alert:

  • Specific address: filter emails received on an address dedicated to emergencies.
  • Email subject: only take into account emails with a specific keyword in the subject line.
  • Message content: detect a specific code, word or phrase in the body of the email.
Alert forwarding

What happens when an important email arrives

Planitel lets you set up several types of alerts to let on-call staff know that an important email has arrived:

  • Instant email forwarding: the email is sent straight on to the people on call.
  • Automatic SMS: an SMS is generated to warn the on-call staff that an important email has come in.
  • Automated call: a phone call with a pre-recorded message is triggered automatically.

This last type of alert is particularly effective, because the phone keeps ringing until the on-call person answers.
You can also require acknowledgment by pressing a key, such as the star key.

Scheduling email reception

Email alerts: the bottom line

Planitel not only makes sure important emails are never missed, it also cuts response times.

By scheduling on-call shifts and setting up the right alerts, Planitel ensures the right people are informed quickly, for a fast and effective response in an emergency.