Settings hub

Where: Settings (gear icon at the bottom of the rail) · Roles: Admin

14.1 Company

• Company Information: company name and your Company ID (quote it when contacting support). Save Changes.
• Industry Vertical: the Industry selector with a Terminology Preview showing how labels change, and Feature Configuration toggles for Patrols / Inspections, Incident Reporting, Geofencing, Live Location Tracking, Custom Forms, On-Call Management and Scan Points (QR/NFC). Save Platform Settings applies them to the portal and the app immediately; Reset to defaults returns to the industry's standard set.

14.2 Certification Types

Define the licences and certifications you track (for example state guard licence, CPR, armed permit). Add Type creates one; each type has a Name, a Has Expiry Date switch and an optional Description. Types that expire drive the Certification Expiries report and the expiry alerts guards see in the app, and shift codes can require them. Types can be deactivated when no longer used (Deactivate Certification Type); existing employee records keep them.

A new company starts with a catalog that matches its industry: guard licences for Security, Bloodborne Pathogens and chemical safety for Cleaning, BLS / CNA / TB test for Healthcare, OSHA and forklift for Construction, food handler and alcohol service for Hospitality. If the industry is chosen or changed later, the starting types nobody has edited or used yet are swapped for the new industry's list; types you created or edited, and any type an employee already holds, stay.

14.3 Phone Numbers

Plan: Core or Complete

Your company's SMS and voice numbers.

• Toll-free tab: purchase a toll-free number (Purchase dialog) and complete carrier verification so messages are not filtered; Refresh Status checks progress. In the verification form the Website and EIN are required and must be your own company's, exactly as on your IRS / state registration (not InstaNotified's); a Sole Proprietor Business Type may leave the EIN blank; the form is refused before it reaches the carrier otherwise. The Privacy Policy URL and Terms of Service URL on the opt-in step are also required: they must be public pages (no login) that name your business and the SMS program, and the form is refused without them. If you have no pages of your own, choose Use our hosted pages: we publish a privacy policy and terms of service for your business at /legal/<company id>/privacy and /terms, using the business name, address and contact email saved for your account (your latest submitted verification, else your business profile, else a saved draft), the optional-SMS wording and the STOP / HELP language. Details you have only typed into the form are not on the pages until you Save Draft or submit, so save first, then Preview the pages and read them before you submit. The opt-in answers and the two screenshots we generate show SMS consent as optional and off by default. If a number is Rejected, the dialog shows the reason with a plain-language fix for the common ones: End Business Details Must Be Accurate and Complete (check the legal name, address, EIN and website), Agreeing to Receive Messages Must Be Optional (review the opt-in answers), and Terms of Service URL / Privacy Policy URL Is Missing, Inaccessible, or Lacks Content (publish the page and enter its URL); then resubmit from Verify.
• Local tab: local numbers for area-code presence.
• AI Assistant tab: the number(s) the AI assistant answers on.
• Edit Display Name to label a number for your team.

A number belongs to one company: replies to it and messages sent from it are routed by the number, so a number another company already holds cannot be added or purchased.

New companies receive an auto-provisioned number; the Feature Discovery tile asks you to verify it.

14.4 Custom Forms

Plan: Core or Complete · Feature: Custom Forms enabled

Build the forms guards fill in the app or at patrol checkpoints.

1. Create Form. On the Details tab set the Form Name, description, form type, whether GPS location is required (Require Location) and whether the form is Active.
2. On the Fields tab click a field type under Add Field (text, number, choice, checkbox, date, photo, signature, …); in the Add Field dialog give it a Label, mark it Required if needed and click Add Field. Use the arrows to reorder.
3. On the Assignment tab set the Assignment Scope: Company-wide, Specific branches or Specific Sites, and tick the branches or sites.
4. Create Form saves it. Responses appear under Operations > Custom Forms/Poll Submissions.

A form cannot be deleted while submissions reference it: Delete says how many there are, and they must be deleted (Operations > Custom Forms/Poll Submissions) first.

A form whose type is Incident report adds its fields on top of the standard incident fields (title, description, severity) wherever an incident is filed for a site it covers — the portal, the app and the AI assistant. When several incident forms cover one site, the app pre-fills the most specific one (site, then branch, then company-wide); any of them is accepted when the incident is saved. A site that no incident form covers takes the standard fields only, in the app and through the assistant alike. The AI Assistant switch on the form controls whether the chat/voice assistant may collect it: with it off for the site's own form, the assistant uses the nearest AI-enabled form above it (branch or company-wide) instead.

14.5 Polls

Plan: Core or Complete

Quick multiple-choice questions for staff. Create Poll, then use the Details, Questions, Settings and Assignment tabs. Under Settings: Allow Multiple Submissions (otherwise one response per person), Show Results After Vote (on by default — respondents see the tallies, percentages and rating averages in the mobile app right after submitting, never other people's written answers) and Anonymous Voting, plus an optional close date. On an anonymous poll, respondents only see results once at least 5 people have answered, so an early voter cannot work out a colleague's answer from the tally; administrators always see the full results. Full results, including written answers and the per-site and per-day breakdown, are in Insights > Poll Analytics.

14.6 Mobile App Home

Where: Settings > Mobile App Home · Plan: Core or Complete · Roles: Admin

Choose what employees see at the top of the Home tab of the mobile app (employee guide, section 4). Until you save a layout, every employee sees the standard Home tab, so nothing changes by default.

• Who sees this layout: Company default applies to everyone. Pick a branch to give that branch its own layout; employees in a branch with an override see it instead, employees in several branches with different overrides see the company layout. The badge beside the selector tells you whether the layout you are looking at is saved, inherited (Using the company layout) or the built-in one (Default layout).
• Home screen tiles: the buttons and messages, in the order employees see them. Each row has move up, move down, edit and remove buttons. Edit sets the tile's Name, Width (Half width tiles pair up in a row, Full width tiles take the row), Icon and Colour; Use default clears a custom colour. Up to 12 tiles.
  • Add a built-in tile puts back a standard button (clock in/out, report an incident, start a patrol, request a call off, notify of a relief delay, AI chat, forms, polls and the other menu shortcuts).
  • Add a custom form pins one of your forms from Settings > Custom Forms as a button that opens that form. The tile only shows for employees the form is assigned to, and only while the form is active; a tile whose form was deleted is marked Form not found.
  • Add a message pins a card above the tiles with a Title, Message, Style (information, warning or urgent), an optional Link (must start with https://), optional Show from and Show until times, and Can be dismissed. A dismissed message stays hidden for that employee until you save the layout again.
• Cards below the tiles: switches for the AI assistant contact cards, the Logbook card, the My History card and the assigned-list card. The duty status card, notification and certification alerts, outstanding-policy banner, SMS switch and profile card always stay.
• Save stores the layout; Discard changes goes back to the last saved one; Reset to default (company) or Remove branch override deletes the saved layout. A Preview on the right shows a rough picture of the screen.

A layout only arranges; it never unlocks anything. A built-in tile still needs its feature (for example incident reporting) and plan, and a form tile needs Custom Forms enabled. On the Free plan the page shows an upgrade prompt and employees always see the standard Home tab. The app reads the layout when it opens and when an employee pulls to refresh, and keeps the last copy it received so the screen is ready offline.

14.7 Integrations (Alpha)

Plan: Core or Complete

Connect InstaNotified to external systems such as a payroll or workforce-management platform.

• Add Integration: choose the Provider — WinTeam, TrackTik or Trackforce Valiant — enter the Integration Name, API Base URL and API Key, choose the Data to Sync (Employees, Schedules) and set the Sync Direction: Import Only (from {Provider}), Export Only (to {Provider}) or Bidirectional Sync, then Create Integration. Today every sync only reads from the provider and writes into InstaNotified, whichever direction is selected; nothing is sent back to the provider. Auto-Sync runs on a schedule. The API base URL must be an https:// address on the provider's own domain (for example https://yourcompany.tracktik.com); your credentials are only ever sent there.
• Sync on an integration opens Sync Data: Preview Changes shows a Sync Preview (employees and schedules to create or update) without importing anything; Sync Everything, Employees Only or Schedules Only runs the import. Imported shifts are placed at your own sites, created from the provider's locations when needed. The history icon opens Sync History, which lists every run.
• The settings icon edits an integration (Test Connection, Save Changes); the delete icon asks to Delete Integration, which also removes its sync history and mappings.

This area is marked Alpha in the product: it is functional but still evolving, so verify synced data after each run.