Choose who is notified, and what they are told
Choose who gets the company's notifications and who hears about each matter, which events notify you in the app, by email and by push, and what a notification says.
On this page
Choose who gets the company's notifications
Click Settings in the sidebar, then Notifications. Every notification setting is on this one screen.
Under Who gets the company's notifications, pick The owner, Every admin or Chosen admins, and tick who. It saves as you pick. The line above the choices names who receives them today.
The owner is the default. If nobody is marked as owner, the longest-standing admin receives them.
Nobody is told about something they did themselves. Whoever created a matter, task, quote or request also hears when somebody else acts on it, such as a customer accepting their quote or a colleague updating their task.
Many of one notification at once, such as twenty matters imported in a minute, arrive as one email and one push listing them all, about a minute after the last. Each still has its own line in the app.
Choose who hears about a matter
On the New Matter form, pick a person or a team under Notifications go to. A team means its leader. It starts as your own default.
To change it later, open the matter, click the Access tab and change Notifications go to.
To set your own default, go to Settings, then Notifications, and pick under Your default for new matters. It also applies to matters you create from the phone, Gmail, an import or the assistant.
Under Who hears about a matter, pick The matter's nominee, and the company's recipients, which is the default, or Only the matter's nominee. This covers the matter and the tasks on it.
Under Team leaders, pick each team's leader. A team with No leader adds nobody, so the company's recipients still hear.
Choose your own notifications
Click your avatar at the bottom of the sidebar, then View profile, and find the Notifications card. The same card is on Settings, Notifications.
Each event has three switches: In-app, Email and Push. Click a switch to turn that channel on or off for that event. It saves as you click.
Push only reaches a phone that has said yes to notifications. In the phone app, open Finish setting up on Quick Glance and tap Turn on beside Turn on notifications, then tap Allow. If you said no before, the button reads Open Settings: turn on Allow Notifications there and come back. The Push notifications switch in More turns them on or off for that phone, and stays off until you turn it back on. Each one shows its title, then a line of detail: the record's own fields, or for several at once, the first few names.
Late check in and Late check out start off. Turn them on to receive them.
Turning a switch on does not add you to an event that is not addressed to you. Who receives each event is set under Who gets the company's notifications and Who hears about a matter, and is written beside each event.
Events addressed to you still come to you: a task assigned to you, a message, or the decision on something you asked for.
Task updates made within five minutes of each other come as one email, sent five minutes after the last of them, with each task under its own heading. A long run of changes still arrives at least every 30 minutes. The notification in the app and the push still come one per update.
Approve requests from the phone
When somebody who is not an admin asks to delete or archive a record, each admin who gets the company's notifications gets a push. Tap it on the phone app.
A request about one matter opens that matter. Its top line names who asked and when, with Reject and Approve beside it.
Several requests at once, or a request about something other than a matter, open Requests to review. Tap Approve all, or tick the requests you want and tap Approve or Reject with the count. Tap a matter's row to open it first.
To open it any time, tap More, then Requests to review under Admin. The number beside it is how many are waiting.
Switch an email off for the whole company
Click Admin in the sidebar, then Email, then Notifications. The same settings are under Company notification emails on Settings, Notifications.
Under Notification emails, click the On or Off button beside an event. Off stops that event emailing anyone in the company.
This only stops the email. The in-app notification and the push still arrive for everyone who has them on.
Change what a notification says
On the same Notifications tab, find What each notification says and click an event to open it. An event you have changed is marked Edited.
Type a Subject line, and an Opening line (optional) that sits above the details. Leave either blank to keep the standard wording.
Under You can use, click a token to add it to the end of the subject line. Each token is one of the details that event carries.
Under Details shown, untick a row to leave it out, or type a new name for it in the box beside it.
Check What it will look like, which uses example details, then click Save wording. Use standard wording removes every change you made to that event.
Check why an email is missing a field
An email about a record (a matter, a task, a contact, a property or a row in one of your own tables) lists every field of that record that has a value. That covers the standard fields and your own custom fields, followed by who created the record and when.
The email also lists the event's own details: who did it, when, what changed and why.
A field with nothing in it is left out. When a field you expected is missing, open the record and check that the field has a value.
A field you are not allowed to see is left out of your copy, and so is the name of a matter you have no access to. Each person's email is written for them, so an admin's copy can list fields an operator's copy leaves out.
A New matter created email arrives up to about a minute after the matter is created, because it waits for the matter's fields to be saved.