Choose who gets notified when something happens
Settings → Notifications → Who gets told: pick the roles and people who hear about each event.
There are two separate questions about notifications, and they belong to different people. WHAT DO I WANT TO HEAR ABOUT is yours, and you answer it with your own switches at the top of Settings → Notifications. WHO GETS TOLD AT ALL is the company's, and an admin answers it underneath, in "Who gets told".
- 1Go to Settings → Notifications. You need admin access to see the second section.
- 2Find the event, for example "Work marked ready for inspection".
- 3Click Change.
- 4Pick roles, specific people, or both. Somebody matched twice is only told once.
- 5Save. "Back to the default" undoes it.
WHAT THE DEFAULT IS. Before you change anything, each of these goes to whoever can act on it - a bill waiting for approval goes to the people who can approve bills, an inspection to the people who can manage inspections. The screen shows you who that actually is right now, by name, so you are not guessing.
Naming a person adds them whatever their role - that is the point of naming them. Useful when one particular site manager should see everything on inspections regardless of what their role normally allows.
WHAT YOU CANNOT CHANGE, AND WHY. Some notifications go to the person they are about: a task assigned to you, an invitation to bid, a sign-off somebody asked you for. Those never appear in this list. Being able to route them by role would mean being able to stop the assignee from ever being told they were assigned something, and nothing would look broken.
THE ONE THAT ARRIVES BEFORE ANYTHING GOES WRONG. "Inspection coming up and not ready" is sent two BUSINESS days before a booked inspection that nobody has marked ready, at 7:30am, and it is the only inspection notice that emails by default - finding out at your next login is too late for a visit two days away. It goes to everyone who can mark work ready, which includes the field. Mark the work ready and it is never sent. It has its own row here, so you choose who hears it.
NOT EVERY CHANGE IS NEWS. For inspections, an outcome - passed, failed, or needs a re-inspection - goes to everyone you have chosen here. Simply booking a date goes only to whoever asked for the inspection and whoever is booking it, because a diary entry is not something the whole office needs telling about.
ASSIGNING SOMEBODY ADDS THEM, IT DOES NOT REPLACE YOUR LIST. A few events also go to whoever is structurally involved - the person put on booking an inspection, whoever requested it. Each of those rows says "Always told as well: …" so you can see the half this screen does not decide. Put one person on an inspection and the people you routed the event to still hear about it; nobody is quietly dropped because somebody was named.
You cannot save an empty list. Leaving nobody selected would stop the notification without saying so - if you want an event off for yourself, use your own switches at the top of the page instead.