Overview
This article explains only the notifications related to Ongoing Compliance in Zipline. It does not cover Applications, User setup, or other modules.
Ongoing Compliance notifications apply to all people types (Employees, Volunteers, Students, etc.), except Contractors, who follow slightly different notification rules.
Throughout this article, we refer to compliance items as Checks.
Automatic Compliance Reminders
Zipline automatically sends reminders for ongoing compliance checks based on their due date status.
When reminders are sent
Scheduled daily at ~11:00am AEST
Daylight savings is not accounted for
Reminders are sent on all days, including weekends and public holidays
Reminder cadence
Reminders are sent at the following intervals:
Before due date: 1, 3, 5, 7, 10, 14, 21, 28, 45, 60, 90 days before due
After due date: Every 7 days (weekly), up to 5 years
Checks with no due date
A check may not have a due date because it was never provided, for example.
A reminder is sent every Monday
Important notes
These reminders are fully automatic
Reminders only send when the worker has an action to complete, i.e. they will not send if the check is in a Reviewing or Processing status.
They apply only to checks that are actively managed as part of ongoing compliance, i.e. a flow must be assigned to the worker with this specific check
Manual Messages (Ongoing Compliance)
Admins can manually send messages related to ongoing compliance at any time.
How it works
Sent immediately
Triggered via the Send message button in the portal
Can be sent via SMS or Email
Can use a template or custom message
This is commonly used for:
One-off nudges
Clarifying instructions
Exceptional situations not covered by automatic reminders
Change Requested Notifications
When a compliance requirement moves into a Change Requested state, a notification is sent.
Trigger
A document is processed by ZiplineAI or
A Zipline Compliance Officer or an admin user manually changes the check status to Change Requested
Timing
Sent immediately
These notifications alert the worker that action is required to fix or re-submit documentation.
Check Approved Notifications
Notifications can be sent when a check is approved or exempted.
Trigger
A worker takes an action on a check (for example, uploads or re-submits documentation), and
The check status changes to Approved or Exempted
This prevents surprise notifications when a check is approved without any worker interaction.
Timing
Sent immediately
Configuration note
This notification type must be explicitly enabled in configuration
Manager Summary Emails
Zipline can send a summary email to managers highlighting upcoming compliance checks.
When it’s sent
Every Monday at 8:00am
Who receives it
Managers of workers with checks overdue or due within the next 90 days
Configuration
The managerEmail field must be populated on the worker profile via an integration
Special Handling of Checks
Some checks follow special notification rules.
Ahpra Checks
No reminders are ever sent to workers as no further action can be taken in Zipline once a registration number is provided
This applies even if the check becomes non-compliant
Visa Checks
Visa checks have special handling
In many cases, reminders are not sent at all depending on expiry, re-check rules, or exemption state
For full details, see the dedicated Visa Checks support article
Scenarios That Don't Trigger Notifications
The following actions do not send ongoing compliance notifications:
Rejected documents
Checks that are permanently approved or exempted
Long leave exception
Reminders resume only when the worker is within 30 days of their return date
"Starting soon" and "Offboarded" lifecycle workers
Never receive reminders
Why didn’t I get a notification?
This section covers the most common reasons a notification was not sent for an ongoing compliance check.
The check type does not send reminders
Ahpra checks: Never send reminders, even if non-compliant
Visa checks: See the relevant support article.
The check has no due date
Checks without a due date only send reminders weekly on Mondays
If it was not Monday, no reminder would be sent
The check is approved or permanently exempted
Approved or exempted checks do not generate reminders
The worker is on long leave
Reminders are suppressed until the worker is within 30 days of their return date
It was not the right time
Reminders are sent once per day at ~10:00am AEST
Daylight savings is not accounted for
If you checked earlier in the day, the reminder may not have been sent yet
The check was approved without worker action
Approved check notifications are only sent when the worker took an action on the check
If an admin approved or exempted the check without worker input, no notification is sent
Summary
Ongoing Compliance notifications are automatic, predictable, and designed to run in the background with minimal admin effort. When a notification is not sent, it is almost always due to check type rules, worker type, timing, or exemption state rather than a system error.
For other notification types (Applications, User Setup, etc.), refer to the relevant support articles.