Notification settings
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Your notification settings decide which messages reach you by email as well as in the message centre, and when. Everything always reaches the message centre; these settings only control email.
Before you start
Section titled “Before you start”- Anyone can change their own settings, on the Notifications page of My profile. The bell panel and the message centre have a Notification settings link to it.
- Company defaults are under System settings → Notifications, in the Organisation group. They need Manage notification settings, a switch on the role; with it, your own page also has a Company notification settings link. Company defaults apply to everyone who has not chosen otherwise, and they can switch email off for the whole company.
- Open your menu and select My profile, then Notifications.
- In E-mail by type and priority, choose for each cell E-mail now, Digest or In-app only, or leave it on the Company default or System default it shows. Use the company defaults clears all your choices at once.
- Turn on Quiet hours to set the times when all but urgent email is held. Choose From, To and the Days.
- Turn the Morning to-do e-mail on or off, and choose the time At which it is sent.
- Choose Digest every: 15 minutes, 30 minutes, 1, 2 or 4 hours.
- To open the message centre when you sign in, turn on Open the message centre instead of the dashboard.
- Select Save. Nothing changes until you do; Cancel puts back what was saved.
The email grid
Section titled “The email grid”Each row is a type of message and each column a priority: Urgent, Normal and Low. Each cell holds one of three choices:
| Choice | What it does |
|---|---|
| E-mail now | Emails the message at once, without waiting for a digest |
| Digest | Gathers it into the next digest email, at least 10 minutes after it arrives |
| In-app only | Keeps it in the message centre and sends no email |
Unless you or your company chose otherwise, Urgent is E-mail now, Normal is Digest and Low is In-app only. The rows are @mentions, Assigned to me, Invited, Replies, Status changes, Outcomes, Document events, Reminders, Added to a space, Approvals and Everything else. A last row, Security notices, is always emailed and cannot be changed. Reminders are sent at their time, never in a digest, so their cells offer E-mail now and In-app only.
A message’s priority comes from what it is: a mention is Normal unless the writer marked it urgent; an assignment has the task’s priority; a task marked done is Low; being added to a space is Low; a request for your approval is Urgent, and the answer to your own request is Normal; a document event is Normal when money moves on the document or it is voided, and Low for the rest.
The other settings
Section titled “The other settings”| Setting | What it does | Until you change it |
|---|---|---|
| Quiet hours | Email is held until the quiet hours end; urgent email is still sent | Off; when you turn it on, 21:00 to 08:00 on every day |
| Morning to-do e-mail | One email each morning listing what is in your To do; not sent when there is nothing, and it waits for quiet hours to end if its time falls inside them | On, at 08:00 |
| Digest every | How often digests are sent | Every 1 hour |
| Open the message centre instead of the dashboard | Signing in opens the message centre | Off |
Times are chosen in steps of 15 minutes.
Company defaults
Section titled “Company defaults”The company page has three sections. E-mail switches notification email on or off for the whole company; turning it off asks you to confirm with Turn off e-mail, and afterwards nobody is emailed except for security notices. Default e-mail rules is the same grid, setting what everyone gets until they choose their own.
System to-do rules sets the days for the To do reminders about quotations: Quotation follow-up: days after it was sent with no customer contact (3 days unless changed) and Quotation not sent: days after it was created (2 days), each 1 to 60.
Push notifications
Section titled “Push notifications”With push notifications, easySales messages pop up on your phone or computer even when easySales is closed. They are there when your plan includes push notifications, unless your company has switched them off.
- On the device that should receive them, open My profile, then Notifications.
- Turn on Receive push notifications on this device, and allow notifications when the browser asks.
- Select Send a test notification to check that one arrives.
On an iPhone or iPad, first install the app and open it from the Home Screen: Safari in a tab cannot receive push notifications. Turn push on separately on each device you use. My push devices lists them, and Remove stops one. Signing out stops push to that device.
The Push column of the grid sets which types are pushed, one choice per row: Push, No push, or the default it shows. Unless you or your company chose otherwise, @mentions, Assigned to me, Invited, Replies, Reminders and Approvals are pushed, except at Low priority, and the other rows are not. A push shows the type, who did it and the record’s number, never an amount or the text of a message. During quiet hours only urgent messages are pushed; the rest wait in the message centre. On the company page, Push notifications switches push on or off for the whole company; turning it off asks you to confirm with Turn off push.
Rules to know
Section titled “Rules to know”- Everything always reaches the message centre; these settings only control email.
- Messages due to you at the same moment go in one email, however many there are.
- easySales sends at most 6 notification emails to a person in an hour. Others wait ten minutes and go later; none is dropped.
- A message you have already read or archived in the message centre is not emailed, and email never carries what you can no longer see.
- A scheduled invoice that could not be created is reported in the message centre only, never by email.
- Times follow your own time zone from Preferences in My profile.
- Urgent email, such as an urgent mention or a request for your approval, goes out even in quiet hours, unless you set its cell to In-app only — see Write an activity.
Why it works this way
Section titled “Why it works this way”Email is optional; the message centre is not. Switching an email off never makes you miss anything, because the item still waits in Updates. You can be strict with email without the risk of losing a mention or a payment.
Security notices cannot be switched off. A new passkey, a removed sign-in method or a reset of two-step verification may mean someone else is in your account. The email reaches you even when you are not signed in, so you can act at once. See Sign-in security.
Digests and the hourly limit protect your inbox. A busy day of replies arrives as a few emails, not dozens, and the important ones are not lost among them. Nothing is dropped: a message over the limit waits ten minutes and goes in a later email.
The company sets a baseline; you set your own. An administrator chooses defaults that suit the company, and each person changes only what does not suit them. A cell you leave on its default follows any later company change, so you do not have to revisit your settings.
Work faster
Section titled “Work faster”- Change only the rows that bother you. Leave the rest on the default; Use the company defaults takes you back if you change too much.
- Read in the app before the digest goes. A digest waits at least 10 minutes, and a message you read or archive in the message centre in the meantime is not emailed.
- Use quiet hours for evenings and weekends. Tick only the Days you want quiet; urgent email still reaches you.
- Start the day from the morning email. It lists your To do, so you know what needs you before you open the app. See My work.
- Mute the records you do not need. Muting one noisy document is quicker than switching off a whole row; see Follow a document.
Examples
Section titled “Examples”Marcus Tan is on site most mornings and does not want email about every reply. He leaves Urgent on E-mail now, sets Replies and Document events under Normal to In-app only, turns on Quiet hours from 20:00 to 07:00 and sets the Morning to-do e-mail for 07:00. He selects Save. At 7 am he gets one email listing what is waiting for him; the rest he reads in the message centre.
An administrator sets the follow-up days. Lim & Co’s customers take about a week to review a design quotation, so Mei Tan opens System settings → Notifications and sets Quotation follow-up: days after it was sent with no customer contact to 5. She selects Save. Marcus marks a quotation for Harbour Café as sent on Monday 5 October at 10:00 and has no communication or meeting with the café after that. Five days later, on Saturday 10 October from 10:00, it appears in his To do as a quotation with no customer contact.
Common questions
Section titled “Common questions”- How do I stop easySales emails? Set the cells you do not want to In-app only on the Notifications page of My profile, and select Save. Security notices are always emailed.
- Why did I get an email during my quiet hours? It was urgent, such as an urgent mention or a request for your approval. Set that row’s Urgent cell to In-app only if you never want it.
- Why am I not getting any notification emails? Your company may have switched email off; the page then says “The administrator has switched e-mail off for the company.” Otherwise check that the cells are not on In-app only.
- Can I turn off the morning email? Yes. Turn off Morning to-do e-mail and select Save. It is also skipped on days when your To do is empty.
- How often are digest emails sent? Every hour unless you change Digest every, and only when there is something to send.
- Can an administrator change my personal settings? No. Company defaults apply only to the cells you left on Company default or System default.
- Do I get an email when someone asks for my approval? Yes. An approval request is Urgent, so it is emailed at once unless you or your company changed the Approvals row. See Document approval.