Create a Refill level Alert Rule

Create an Alert Rule to notify people when a dispenser's refill level drops to the threshold you define, so the dispenser is refilled before staff find it empty.

Until a dispenser is included in an active Alert Rule, Hand Hygiene can still track its refill level and flag it as low on refill, but no alert is triggered and no notifications are sent.

The Alert Rule wizard guides you through six steps: General, Locations, Applies To, Conditions, Actions, and Summary.

Before you begin

Make sure the following setup is complete:

• You're signed in with the Administrator role. Alert Rules are under Settings, which only the Administrator role has access to.
• The dispensers you want the rule to cover already exist in Hand Hygiene, with a Dispenser Beacon linked to each one.
• If you plan to cover dispensers by type, the Dispenser Types are assigned.
• You know who should receive alert notifications. Kio Cloud users and User groups can be selected by name; anyone else — an on-call vendor or answering service, for example — is added as an email address or phone number.
• To notify a third-party system, the webhook is already set up in Kio Cloud Company Settings.
• To escalate the alert when nobody acts on it, the Escalation Alert Rule already exists. See Create an Escalation Alert Rule.

Create the rule

1. From the Kontakt.io Launchpad, open Hand Hygiene.

2. Go to Settings > Alert Rules.

3. Select Create Alert Rule.

4. Choose REFILL LEVEL — "Alert when a dispenser's refill level drops to the defined threshold."

5. On the General step, enter an Alert Name that will be recognizable in notifications and the Alerts list.

6. Optionally, add an Alert description.

7. Set the Severity. Severity is required and defaults to Medium. Options are Critical, High, Medium, Low, and Info.

8. Keep Activate Alert Rule after saving selected so the rule starts monitoring after you save it.

9. On the Locations step, choose where the rule applies, then make the selection:

   • Location: Select the campuses, buildings, or floors the rule covers. Selecting a campus or building covers everything beneath it.
   • Department: Select the departments the rule covers. Departments are grouped by campus and building; selecting a campus or building selects all the departments under it. A department that spans more than one building is covered everywhere it exists, whichever building you select it under.

   The two are alternatives, not additions: a rule uses location or department, not both, and switching between them clears the current selection. Location is selected by default.

   Departments come from Smart Location. If a department is missing from the list, it has not been created there yet.

10. On the Applies To step, select the dispensers the rule covers:

    • All dispensers in the selected locations.
    • Dispenser Types — only the dispensers assigned to the types you select.
    • Specific dispensers you select individually.

    Anything you don't select here is not covered by this rule.

    Selecting by Dispenser Type keeps the rule current as dispensers are added and removed. A rule listing individual dispensers has to be edited each time the dispensers change.

11. On the Conditions step, set the refill level that triggers the alert.

    The step reads "For the alert to trigger, refill level must be at or below" followed by a percentage list — values from 5% to 95% in steps of 5.

    The step also shows the current Low Refill Threshold with a link to the Settings page, for reference.

    Note: The alert refill level and the Low Refill Threshold are separate settings, and neither one changes the other. The Low Refill Threshold controls when a dispenser is flagged as low in Dispensers Management and Dispensers Telemetry. The value set here controls when an alert is triggered. The step says the same on screen: "The alert threshold is set independently and will not affect Dispenser Low Refill status."

12. On the Actions step, set how people or systems are notified when the alert triggers:

    • Select the notification methods to use — Emails, Text Messages, Phone calls, or Webhooks.
    • For each method, add recipients as individual email addresses or phone numbers, or select Users and User groups.
    • Enter the text for each method. Emails require a Subject and a Message; Text Messages and Phone calls require a Message. The alert details are generated automatically, so use the Message for instructions rather than repeating the alert.
    • Optionally, add reminders to re-notify the same recipients while the alert remains unacknowledged or unresolved.
    • Optionally, add escalations to notify additional people through a different Group if the alert still needs attention after a set amount of time.

    Every triggered alert also appears in the Hand Hygiene Alerts list, regardless of the notification methods selected.

    For what each method sends, how recipients resolve, and the settings unique to phone calls, see About Alert Rules actions and notification recipients.

13. On the Summary step, review the rule.

14. Select Save.

Result

The rule appears in Settings > Alert Rules.

If Activate Alert Rule after saving was selected, the rule is saved as Active and begins monitoring immediately. When a covered dispenser's refill level reaches the value set on the Conditions step, Hand Hygiene triggers an alert, sends the configured notifications, and adds the alert to the Alerts list.

Expect a delay between the dispense that crosses the refill level and the alert arriving. Hand Hygiene works from readings the Dispenser Beacons report on their own schedule, and it finishes processing those readings before acting on them. The delay is deliberate: a refill alert is a restocking task rather than an emergency, so the system is built to get the reading right rather than to report it the instant it happens.