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Managing User Notifications

Configure email notifications for team members as an administrator.

Overview​

As an administrator, you can manage notification settings for any team member in your organization. This is useful for:

  • Setting up new employees with appropriate notifications
  • Helping users who need assistance configuring their settings
  • Ensuring critical notifications are enabled for key team members
  • Standardizing notification settings across roles

Accessing User Notification Settings​

Managing Another User's Notifications​

  1. Go to Settings > My Company > Team Members
  2. Find the team member whose notifications you want to manage
  3. Click the ... menu on the right of their record
  4. Select Manage Notifications
  5. The notification settings panel opens for that user

From the User Detail Page​

  1. Go to Settings > My Company > Team Members
  2. Click on a team member to open their profile
  3. Click the Notifications tab
  4. Configure their notification preferences

Available Notifications​

Notifications are organized by category. Enable or disable each notification by checking or unchecking the box next to it.

Project Notifications​

NotificationDescription
Project CreatedWhen a new project is created
Project Stage ChangedWhen a project moves to a different stage
Project AssignedWhen you are assigned to a project
Project WonWhen a project is marked as won
Project LostWhen a project is marked as lost

Contract Notifications​

NotificationDescription
Contract SignedWhen a customer signs a contract
Contract SentWhen a contract is sent to a customer
Contract ViewedWhen a customer views a contract

Financial Notifications​

NotificationDescription
Payment ReceivedWhen a payment is recorded
Invoice CreatedWhen a new invoice is generated
Invoice OverdueWhen an invoice becomes overdue

Activity Notifications​

NotificationDescription
Activity AssignedWhen an activity is assigned to you
Activity ReminderReminder before scheduled activities
Activity CompletedWhen an assigned activity is completed

Purchase Order Notifications​

NotificationDescription
PO ApprovedWhen a purchase order is approved
PO ReceivedWhen items from a PO are marked as received

Daily Log Notifications​

NotificationDescription
Daily Log SubmittedWhen a daily log is submitted for your project

Enabling Notifications​

  1. Navigate to your notification settings
  2. Find the notification category you want to configure
  3. Check the box next to each notification you want to receive
  4. Changes are saved automatically

Disabling Notifications​

  1. Navigate to your notification settings
  2. Uncheck the box next to any notification you no longer want to receive
  3. Changes are saved automatically

For Sales Team Members​

Consider enabling:

  • Project Created
  • Project Stage Changed
  • Contract Signed
  • Contract Viewed
  • Payment Received

For Project Managers​

Consider enabling:

  • Project Assigned
  • Daily Log Submitted
  • PO Approved
  • Activity Assigned

For Designers​

Consider enabling:

  • Project Assigned
  • Activity Assigned
  • Activity Reminder

For Field Staff​

Consider enabling:

  • Activity Assigned
  • Activity Reminder
  • Daily Log Submitted

Troubleshooting​

Not Receiving Notifications​

If you're not receiving expected notifications:

  1. Check your notification settings - Ensure the notification is enabled
  2. Check your email spam folder - Notifications may be filtered
  3. Verify your email address - Ensure your profile has the correct email
  4. Contact your administrator - They can verify your account settings

Receiving Too Many Notifications​

If you're overwhelmed with notifications:

  1. Review your enabled notifications and disable those you don't need
  2. Consider which notifications are critical vs. nice-to-have
  3. Work with your team to determine who should receive which notifications

Administrator Best Practices​

Onboarding New Employees​

When setting up a new team member:

  1. Consider their role and what notifications are relevant
  2. Start with essential notifications only
  3. Let them know they can adjust settings themselves later
  4. Document your company's standard notification setup by role

Auditing Notification Settings​

Periodically review team notification settings to ensure:

  • Key personnel receive critical notifications
  • Former responsibilities are reassigned
  • No one is overwhelmed with unnecessary notifications

Role-Based Standards​

Consider creating standard notification configurations for each role:

RoleRecommended Notifications
SalesProject Created, Stage Changed, Contract Signed/Viewed, Payment Received
Project ManagerProject Assigned, Daily Log, PO Approved, Activities
DesignerProject Assigned, Activities
Field StaffActivities, Daily Log
AdminAll notifications

User Self-Service​

Users can also manage their own notification settings. See Notification Settings for the user-facing documentation.