In GUIDEcx, users may receive various types of email notifications based on their roles, actions, or preferences. Here's a breakdown of the different types of emails, who gets them, and how they’re triggered.
📩 Always-Sent Emails (Non-Optional)
These emails are sent automatically and cannot be turned off. The Task Assignment email and Verification Code emails are the only repetitive ones, the Project Welcome and Invite are one time emails that get sent.
Email Type | When it Sends | Who it sends to |
Project Welcome | Sent immediately when a customer is invited to a project. | The user who was just invited to the project (internal, customer, AND third-party!) |
Task Assignment | Sent automatically when a customer is assigned a task. | The task assignee. |
Invite With Custom Template | Sent when inviting someone to join GUIDEcx. | Sent only to Internal users. |
Send Verification Code | Sent automatically when a customer attempts to access their project. | Sent only to customer users. |
📬 Customer-Controlled Notifications
These emails can be turned on or off by customer users through their email notification preferences found in Notification Settings.
Email Type | When it Sends | Who it sends to |
Project Overview | Sent weekly early Monday mornings. | Every team member on the project. |
Consolidated Overviews | Sent weekly early Monday mornings, if the user is in multiple projects. | Every team member on the project who is invited to more than one project. |
Task Due Reminder | Sent one day before task is due. | To the task assignee. |
Participant Completed Group Assignment | Sent immediately when a participant has completed their assignment. | To the task assignee. |
Unaddressed Note Added to Task | Sent when a note is left unaddressed on a task | To the task assignee. |
Overdue Tasks Reminder | Sent one day after the task was due. | To the task assignee. |
Milestone Completed Notification | Sent automatically when the milestone is completed, if enabled. | Every team member on the project. |
Task Group Completed Notification | Sent automatically when the task group is completed, if enabled. | Every team member on the project. |
⚙️ Action-Based Notifications
These emails aren’t listed in preferences, but are triggered based on specific actions by the user or project team.
Email Type | When it Sends | Who it sends to |
Task Assigned - Watcher | Sent immediately when a task assignee is added/updated | To everyone who is "watching" that task. |
Mentioned User | Sent immediately when a user is @mentioned in a task/project Note. | The person who is @mentioned. |
Note Added - Watcher | Sent immediately when a note is added to a task. | To everyone who is "watching" that task. |
Overdue Watched Tasks | Sent the day after when a task is overdue. | To everyone who is "watching" that task. |
Attachment Added | Sent immediately when an attachment is added to a task. | To everyone who is "watching" that task. |
Send Project Attachments | Triggered when the user requests the download of project attachments. | Whoever requests the file download. |
Complete Setup | Manually triggered by leveraging the "Resend Invite" on the login screen. | To the email address entered to receive the invite. |
Event Invite | Sent only if the user is added as a participant to an event. | To everyone who is a participant of that event tasks. |
🔒 Internal-Only or Admin Emails
These emails are not sent to customers and are typically for internal or administrative purposes.
Email Type | When it sends | Who it sends to |
Task Status Changed | When a task status changes. | The assigned PM. |
Task Should Have Started On Email | When the task isn't started by a specific date. | The assigned PM. |
Tasks Left Unassigned | When the project has unassigned tasks. | The assigned PM. |
Send CSV Reports | Sent only if the user requests it. | The user who requested it. |
Send Activities Report | Sent only if the user requests it. | The user who requested it. |
Unaddressed Note added to Project | When a user adds a note without @mentioning someone. | The assigned PM. |
🔄 Summary
Here’s how the notifications break down:
📩 Always Sent: Automatically triggered, no opt-out available.
✅ Customer-Controlled: Users can opt in or out via preferences.
⚙️ Action-Based: Triggered by specific user or PM actions (e.g., @mentions, watching tasks).
🔒 Internal Only: Sent to internal users or admins only.
If you're ever unsure why you're receiving a specific email, check your notification preferences or ask your project manager if you've been added to or are watching a task or project element.