Overview
SwiftComply FOG lets you create automated notification rules that email contacts when pump outs are due, overdue, or when permits are about to expire. You can also send one-off notifications to specific establishments or providers through scheduled messages.
This article walks through setting up each notification type and creating one-off notifications.
Before you start
Before notifications will work, make sure:
Contacts have Mail Subscription set to Subscribed (this is the default)
Contacts have a valid email address on file
For pump out notifications: establishments have a pumping frequency set on at least one GCD
For permit notifications: establishments or providers have permits with expiration dates
📝 Note: Contacts with Mail Subscription set to Unsubscribed or without an email address will not receive any notifications.
Setting up pump out notifications (With Pump Out)
Use these to send reminders based on when the next pump out is due.
Click the Settings gear.
Click Notifications in the settings sub-sidebar.
Find the Pumpout section.
Click Create Notification.
Fill in the notification fields:
Field | Required | Notes |
Name | Yes | A unique name for this notification rule |
Subject | Yes | Email subject line. Supports template helpers (e.g., |
Body | Yes | Email body. Supports template helpers |
Days | Yes | Number of days relative to the next pump out due date. Use a negative number for upcoming reminders (e.g., -7 for 7 days before). Use a positive number for overdue reminders (e.g., 14 for 14 days after). |
Status | Yes | Set to Active to enable, or Inactive to disable |
Click Save.
What happens next
Once saved and set to Active, the system checks daily whether any GCD's next pump out date plus the Days value matches today. If it does, the system emails all subscribed contacts at that establishment. Notification sending can also be controlled per GCD through the GCD's notification settings on the establishment.
Setting up overdue notifications (Without Pump Out)
Use these to send reminders when no pump out has been recorded.
Click Settings in the sidebar.
Click Notifications in the settings sub-sidebar.
Find the Without Pump Out Notifications section.
Click Create Notification.
Fill in the notification fields:
Field | Required | Notes |
Name | Yes | A unique name for this notification rule |
Subject | Yes | Email subject line. Supports template helpers |
Body | Yes | Email body. Supports template helpers |
Days | Yes | Interval in days between notifications. For example, 30 means the system sends a reminder every 30 days when no pump out exists. |
Status | Yes | Set to Active to enable, or Inactive to disable |
Click Save.
What happens next
The system checks daily for establishments that have never been pumped or are missing a pump out. It compares the last notification date plus the Days value to today. If they match, the system sends the notification and updates the establishment's last notification date.
Setting up FSE permit notifications
Use these to remind establishment contacts before their FSE permit expires.
Click Settings in the sidebar.
Click Notifications in the settings sub-sidebar.
Find the FSE Permit Expiration section.
Click Create Notification.
Fill in the notification fields:
Field | Required | Notes |
Name | Yes | A unique name for this notification rule |
Subject | Yes | Email subject line. Supports permit-specific template helpers (e.g., |
Body | Yes | Email body. Supports template helpers |
Days | Yes | Number of days before expiration. Use a negative number (e.g., -30 for 30 days before expiration). |
Status | Yes | Set to Active to enable, or Inactive to disable |
Click Save.
What happens next
The system checks daily for FSE permits where the expiration date plus the Days value equals today. The notification only sends if the permit is active or expired, and the establishment has no other unexpired permits. This prevents duplicate reminders after a renewal.
Setting up provider permit notifications
Use these to remind provider contacts before their provider permit expires.
Click Settings in the sidebar.
Click Notifications in the settings sub-sidebar.
Find the Provider Permit Expiration section.
Click Create Notification.
Fill in the notification fields:
Field | Required | Notes |
Name | Yes | A unique name for this notification rule |
Subject | Yes | Email subject line. Supports provider permit template helpers (e.g., |
Body | Yes | Email body. Supports template helpers |
Days | Yes | Number of days before expiration. Use a negative number (e.g., -30 for 30 days before expiration). |
Status | Yes | Set to Active to enable, or Inactive to disable |
Click Save.
📝 Note: Provider permit notifications go to provider contacts, not establishment contacts. Make sure your providers have contacts set up with valid email addresses.
What happens next
The system checks daily for provider permits approaching expiration. If the expiration date plus the Days value equals today and the permit is active or expired, the notification sends to all subscribed provider contacts.
Sending one-off notifications (Scheduled Messages)
One-off notifications let you send a single message to a group of establishments or providers. You can send them immediately or schedule them for later.
Creating a notification template
Click the Settings gear icon in the top-right corner of the page.
Click Notifications in the settings sub-sidebar.
Find the One-Time Message section and click to create a new template.
Fill in the template fields:
Field | Required | Notes |
Name | Yes | A unique name for this template |
Subject | Yes | Email subject line. Supports template helpers |
Body | Yes | Email body. Supports template helpers |
Click Save.
Sending a one-off notification
There are two ways to send one-off notifications:
From the Establishments list:
Click Establishments in the sidebar.
Use search or filters to find the establishments you want to notify.
Click the Actions menu, then click Send Message.
Choose Send Now or Send Later.
Select a notification template.
Click Send.
From the Provider list:
Click Providers in the sidebar.
Use search or filters to find the providers you want to notify.
Click the Actions menu, then click Send Message.
Choose Send Now or Send Later.
Select a notification template.
Click Send.
What happens next
If you chose Send now, the notification goes out immediately to all subscribed contacts at the selected establishments or providers.
If you chose Schedule for later, the notification is saved as a postponed message. You can view postponed messages under Communications > Scheduled messages.
💡 Tip: You can view all sent messages under Communications > Sent messages to confirm delivery.
FAQ
Q: Can I edit a notification after creating it?
A: Yes. Navigate to Settings > Notifications, find the notification rule, and click to edit. You can change the name, subject, body, days, and status at any time.
Q: How do I stop a notification from sending?
A: Set the notification's Status to Inactive. This stops it from sending without deleting the rule.
Q: Can I preview a notification before it sends?
A: One-off notification templates have a preview option. For automated notification rules, you can review the subject and body fields but there is no preview of the rendered email.