Why Are My Violation/Warning Notification Emails Not Going Out?

The automated notification system triggers emails to responsible parties when a violation or warning is issued. This troubleshooting guide helps administrators identify and resolve configuration issues preventing these automated emails from successfully sending. This article is intended for OPS-COM administrators responsible for managing system communications and enforcement.

Setup and Configuration

Ensuring that notification emails function correctly requires verifying several core settings across both user profiles and system configurations.

Admin Side: Administrators must ensure that system tasks, email templates, and violation parameters are actively enabled and configured correctly to allow automated processing.

User Side: End-users must have a valid email address attached to their account and be designated as the primary driver of the vehicle to receive automated email notifications.

Verifying System Configurations

To ensure emails are processed successfully, verify the following configurations within your environment:

• Confirm that the user is marked as the Primary Driver and has a valid email address associated with their account. The system automatically sends emails to the primary driver; users without an email address are instead flagged for the Letter Report.

• Hover over System Configuration and click Content & Designs then Email Templates to ensure that the templates for violation notices are properly configured and enabled.

• Hover over Tools and click View System Task Logs to verify that the New Violation Notices system task is enabled and running correctly (either on a set schedule or via manual trigger).

• Hover over System Configuration and click System Settings then Violations to ensure that the Send Notices For Warnings checkbox is enabled, assuming your organization sends warnings.

• Hover over System Configuration and click System Settings then Tomahawk Options to verify the Violation days until due configuration. Additionally, check the Collections settings to ensure Include All Unpaid Violations is set according to your organizational requirements.

Troubleshooting and Inspection

Administrators can use the following instructions to investigate further if the system configurations are correct but emails are still not sending.

1. Hover over Violations and click Letter Report.

2. Inspect the generated report to identify users who lack valid email addresses or who have unsent notices.

3. Manually review these entries to determine if they meet the criteria for automated notification.

The system only triggers initial emails for New Violations (those issued on the current day). Existing or older violations may not trigger an automated notification email after the initial issuance date has passed.

Best Practices and Considerations

• Maintain accurate user data: Regularly audit user profiles to ensure primary driver contact information is up to date. Confirming valid email addresses prevents ongoing communication gaps.

• Monitor your task logs: Periodically review the System Task Logs. This confirms that automated notification processes are executing as expected without errors.

• Maintain consistency in reporting: Use the Letter Report as a standard tool for identifying users who fall outside of the automated email criteria. This ensures these individuals still receive necessary physical notices.