Email Notifications

Configure and manage automated email notifications.

Overview

Email notifications keep users informed about:

• Important events
• Required actions
• Status changes
• Reminders and alerts

Notification Types

System Notifications

Automatic notifications for:

Event	Recipients
Inspection due	Assignee
Inspection overdue	Assignee, Manager
Inspection completed	Item owner
Inspection failed	Manager
Item status change	Related users
Corrective action created	Assignee
Corrective action overdue	Assignee, Manager

User Notifications

Triggered by user actions:

• Mentioned in comment
• Assigned task
• Shared report
• Access granted

Scheduled Notifications

Time-based notifications:

• Daily digests
• Weekly summaries
• Monthly reports
• Reminder schedules

Configuring Notifications

Organization Settings

Admins configure defaults:

1. Go to Admin > Settings
2. Navigate to Notifications
3. Configure organization defaults
4. Save

Available Settings

Setting	Description
Enable email	Turn on/off email notifications
Default frequency	Immediate, digest, or off
Sender name	From name on emails
Reply-to address	Where replies go

Per-Event Settings

Configure each notification type:

1. Go to Admin > Notifications
2. Find notification type
3. Configure:
   • Enabled/disabled
   • Recipients
   • Template
   • Conditions

User Preferences

Personal Settings

Users control their notifications:

1. Go to Profile > Notifications
2. Set preferences per event type
3. Save

Preference Options

Option	Description
Immediately	Get email right away
Daily digest	Bundled daily
Weekly digest	Bundled weekly
Off	No email for this type

Overriding Defaults

Users can:

• Reduce frequency
• Turn off specific types
• Keep or expand others

Cannot override:

• Critical safety alerts
• Security notifications
• Admin-required notifications

Multi-Language Support (i18n)

All email notifications support English, Finnish, and Swedish (en/fi/sv).

How Language is Determined

Email language is resolved in this order:

1. User preference — the language set in the user's profile
2. Organization default — the organization's configured language
3. Fallback — English

Supported Templates

All email templates are fully internationalized, including:

• Welcome and invitation emails
• Inspection reminders and overdue notifications
• Corrective action notifications
• Trial onboarding emails (4-email sequence)
• Subscription and billing alerts
• Report delivery emails
• All 14+ operational email templates

Changing Email Language

Users can set their preferred language:

1. Go to Profile > Settings
2. Select Language (English, Finnish, or Swedish)
3. All future emails will use the selected language

Email Templates

Template Structure

Each notification has:

• Subject line
• Header
• Body content
• Action button
• Footer

Customizing Templates

Admins can modify:

1. Go to Admin > Notifications
2. Select template
3. Click Edit Template
4. Modify content
5. Preview
6. Save

Template Variables

Use variables for dynamic content:

Variable	Inserts
{{user.name}}	Recipient's name
{{item.name}}	Item name
{{inspection.date}}	Inspection date
{{organization.name}}	Org name
{{action.url}}	Link to action

Template Example

Subject: Inspection Due: {{item.name}}

Hi {{user.name}},

The following inspection is due soon:

Item: {{item.name}}
Due Date: {{inspection.dueDate}}
Location: {{item.location}}

Click below to perform the inspection:

[Perform Inspection]({{action.url}})

Thanks,
{{organization.name}}

Trial Onboarding Emails

New trial organizations automatically receive a sequence of 4 onboarding emails:

Day	Email	Purpose
Day 1	Welcome	Getting started tips, key features overview
Day 3	Progress check	Personalized based on actual trial activity
Day 7	Feature highlight	Advanced features the user hasn't explored yet
Day 10	Conversion	Subscription options, data retention reminder

Features:

• Available in English, Finnish, and Swedish
• Activity-based personalization (content adapts to what you've done)
• Configurable via admin toggles (Admin > Settings > Trial > Email Reminders)
• Can be disabled per-organization

Digest Notifications

How Digests Work

Instead of individual emails:

1. Notifications are collected throughout the period
2. Grouped by type and priority
3. Single digest email sent at scheduled time
4. Notifications marked as "included in digest"

Digest Schedule

Digest timing can be configured at the organization level:

• Daily digests: Default 8:00 AM in the organization's timezone
• Weekly digests: Default Monday at 8:00 AM in the organization's timezone

Organization-Level Digest Preferences

Admins can configure digest scheduling for the entire organization:

1. Go to Admin > Settings > Notifications
2. Under Digest Preferences, configure:
   • Digest frequency (daily, weekly, or both)
   • Preferred send time
   • Day of week (for weekly digests)
3. Save

Individual users can still override to receive notifications immediately or disable digests for specific types.

Digest Settings

Configure your digest preferences:

1. Go to Settings > Notifications
2. Choose your frequency:

Setting	Options
Frequency	None, Daily, Weekly
Send time	8:00 AM (UTC)

Digest Content

Each digest email includes:

• Summary statistics: Total notifications, high priority count, categories
• Priority highlighting: High priority items shown prominently with warning indicator
• Grouped notifications: Organized by type (inspections, corrective actions, etc.)
• Quick links: Direct links to notification center and individual items
• Unsubscribe link: Manage notification preferences

Digest Email Features

Feature	Description
Summary cards	Visual count of total, high priority, and categories
Type grouping	Notifications grouped by type for easy scanning
Priority badges	Color-coded priority indicators (green, yellow, red, purple)
Item previews	Up to 5 items shown per type with "more" indicator
Action button	One-click access to notification center

Test Digest

Preview your digest before enabling:

1. Go to Settings > Notifications
2. Click Send Test Digest
3. Choose daily or weekly format
4. Check your email for the preview

Notification Recipients

Default Recipients

Based on roles and relationships:

Event	Default Recipients
Inspection due	Assigned inspector
Item issue	Item owner, Location manager
Action created	Assignee
Escalation	Next level manager

Custom Recipients

Add additional recipients:

• Specific users
• Roles
• Email addresses
• Distribution lists

CC and BCC

Some notifications support:

• CC: Additional visible recipients
• BCC: Hidden recipients

Smart Notifications

Avoiding Overload

System prevents notification fatigue:

• Combines related notifications
• Respects quiet hours
• Limits frequency
• Prioritizes importance

Priority Handling

Higher priority = more aggressive:

Priority	Behavior
Critical	Always immediate
High	Immediate by default
Medium	Digest eligible
Low	Digest preferred

Testing Notifications

Send Test Email

1. Go to notification settings
2. Click Send Test
3. Enter recipient
4. Review received email

Preview Mode

Before enabling:

1. Configure notification
2. Click Preview
3. See sample email
4. Adjust as needed

Troubleshooting

Not Receiving Emails

Check:

1. Spam folder - Most common issue
2. Email address - Correct in profile
3. Preferences - Not disabled
4. Organization settings - Notifications enabled
5. Email verification - Address verified

Emails Going to Spam

To improve delivery:

• Whitelist sender address
• Add to contacts
• Mark as "not spam"
• Check IT policies

Wrong Content

Check:

• Template variables
• Condition logic
• Event data

Too Many Emails

Consider:

• Switching to digest
• Disabling less important types
• Adjusting thresholds

Email Delivery

Delivery Status

Monitor email delivery:

1. Go to Admin > Notifications
2. View Delivery Log
3. See sent, delivered, failed

Failed Deliveries

Failed emails show:

• Recipient
• Error reason
• Retry attempts
• Resolution options

Retry Policy

Failed emails use exponential backoff:

Attempt	Delay
1st retry	5 minutes
2nd retry	15 minutes
3rd retry	1 hour
4th retry	4 hours

After all retries fail:

• Email marked as failed
• Admin notified
• Available for manual retry

Notification Queue

All emails are processed through a priority-based queue:

• Processing: Every 5 minutes
• Batch size: Up to 50 emails per run
• Priority: High priority notifications processed first
• Rate limiting: Respects Brevo API limits

Queue Monitoring (Admin)

Admins can monitor the notification queue:

1. Go to Admin > Notifications
2. View Queue Status dashboard
3. See pending, processing, completed, and failed counts
4. Retry failed notifications manually
5. Clear old completed items

Security Considerations

Email Content

Notifications include:

• Limited sensitive data
• Links (not full data)
• Generic descriptions
• No passwords or secrets

Link Security

Email links:

• Require authentication
• Time-limited (optional)
• Logged when clicked
• Can't bypass permissions

Best Practices

For Admins

1. Set sensible defaults
2. Don't over-notify
3. Use clear templates
4. Test before enabling
5. Monitor delivery

For Users

1. Review preferences
2. Use digests for volume
3. Keep email updated
4. Check spam folder
5. Report issues

Template Design

1. Clear subject lines
2. Brief, scannable content
3. Obvious action buttons
4. Mobile-friendly format
5. Include context

Next Steps

• Webhooks - External integrations
• User Management - User settings