UpKeep’s EHS module automatically sends notifications to the appropriate users during key moments in the Safety Event and CAPA lifecycle. This guide outlines who receives what, and under what conditions.
Safety Event Notifications
Trigger | Who Gets Notified | Notes |
Safety Event Submitted | Admins, users on the “Notified Team Members” list | Public users receive a confirmation email only. |
Status Change | Reporter (Admin or Technician), users on the “Notified Team Members” list | Only if the user has permission to view the Safety Event. |
Safety Event Closed | Creator, Owner, users on the “Notified Team Members” list | Only if the event is visible to them. Public users do not receive updates after submission. |
CAPA Notifications
Trigger | Who Gets Notified | Notes |
CAPA Assigned | Assigned Owner, users on the “Notified Team Members” list | Email includes a link to the CAPA detail page. |
CAPA Closed | Creator, Owner, users on the “Notified Team Members” list, user who executed actual actions taken, user who verified actions | Final resolution notice sent to all involved parties. |
CAPA Overdue | Admin, Owner, users on the “Notified Team Members” list | Sent based on the CAPA’s due date. |
Additional Notes
Notifications are only sent to users who have visibility into the related Safety Event or CAPA.
“Notified Team Members” are selected manually during event or CAPA creation.
Public users will never receive status updates—only a confirmation of their submission.
JHA Notifications
Trigger | Who Gets Notified | Notes |
JHA Submitted for Review | Assigned Approver(s) | One-time notification when Owner submits Draft → Under Review. Includes JHA link, Owner, and timestamp. |
JHA Approved | JHA Owner | One-time notification when Approver marks as Approved/Active. Includes approver name, approval timestamp, and next review date. |
JHA Rejected | JHA Owner | One-time notification when Approver rejects. Includes rejection reason and direct edit link. Status changes to Under Revision. |
JHA Review Reminder | JHA Owner | Sent 7 days before the review due date, and again on the due date if not yet revised or marked as reviewed. Max 2 reminders per cycle. |
To learn more about what each user role can see and do, check out:
Understanding EHS User Roles and Permissions