Admin and Manager users will receive the following global notifications for all projects:

Project Managers are Admin, Manager, or Guide users who are listed as the project manager.

These emails will only be sent to the project manager based on the following notification preferences:

When a task has been completed, you will be notified via email. This email will include the project name, task name, task instructions, and the task assignee. The email will be "from" the task assignee's name and email.

If a task is marked stuck the project manager will be notified immediately. This allows the project manager to reach out as quickly as possible to resolve any questions or concerns. The email will include the project name, task name, task assignee, task instructions, and allow you to jump into the task details by pressing the view task button. This email comes from the task assignee's name and email.

When a sign-off is approved or rejected, the task assignee will be emailed notifying them of the response. This means the email isn't unique to the project manager, but in most cases the project manager will be the task assignee on sign-off required tasks. This email will come "from" the task assignee's name and email.

If a task has "Started" and is unassigned, the project manager will receive a notification.

The following emails are sent to all project team members. This means your customers, third parties, and internal contributors will experience the platform in this way.

When team members are invited to a project they will receive an email that looks like the below email. This email will pull the project name and the experience overview from the primary template you selected during the create project workflow. The "From" address on this email will be the project manager's name and email, allowing your customer to immediately know that this email is from your organization.

To learn about the Project Overview, click here.

Each week on Monday morning, GUIDEcx will send all team members an email detailing the current progress of the project. This email mimics the project overview screen and includes project start/end dates, the names of your project teammates, and a summary of how many tasks are done or still outstanding. This email will also come "From" the project manager's name and email. Project managers also have the ability to personalize this email with a note.

Note: If the project status is moved to "Cancelled", the project team will stop receiving project updates. If the project status is moved to "Done", this project status email will send one final time to all project team members upon status change to "Done".

You can also leave a summary note on the Project Overview that is restricted from external view and from being sent via email by turning on the "Internal Only Visibility Setting."

If customers, third parties, or internal team members are tied to more than one active project, they are sent an email with consolidated project overviews where each row is clickable and guides the user to the corresponding project.

Consolidated project overview emails come from noreply@guidecx-mail.com

GUIDEcx automatically consolidates all the tasks a user is assigned that have no dependencies or satisfied dependencies into one email that is sent out within 10 minutes of assignments being made. If the task is not active because a dependency hasn’t been met, the email will not be sent out.

If you'd like to notify a user immediately after you have assigned a task but the task has an unmet dependency, tag them in a note using the “@” sign within the notes on the task. An immediate notification will be sent to them guiding them to that specific task.

The Task Assignment email contains the following:

Below is an example of the email your customer, internal, or third party user will receive when they are assigned tasks in a project.

This email will look like it’s coming from the project manager's name and email.

One day prior to a task's due date, that task assignee will receive an email reminding them of their soon-to-be-due task. This task, similar to the task assignment email, will include the task name, instructions, attachments (if any), and the ability for the user to update the task status straight from their inbox.

This email will look like it’s coming from the project manager's name and email.

This notification is configurable within the user's notification preferences. The default is set to 2. These are tasks that are overdue and their status is still "Not Started" meaning they haven't been worked on at all yet.

When a User is added to a Participant Task as a participant, they will be sent the email shown below. From here, they can update the status of their personal subtask.

When you create an Event Task, this email will be sent to your customer to sign up for a time for your event.

If you want special approval from a user, you can send the user a sign-off (for example to confirm data imported correctly or etc). When you press the "Send Sign-Off" button on a task, a window will appear that allows you to write a message to be included with your sign-off (see below). Include a description of what you are wanting the recipient to approve or sign-off on.

After you press send on the window above, the recipient will be emailed the below notification. The email template will pull in the name of the task, the task assignee, any attachments, and the message you typed in the window above. The sign-off request will be sent to the user in the email shown below.

If the user clicks "Approve", the corresponding task will be marked "Done", the task assignee will be notified, and the user will be guided to the below splash screen.

If the user clicks "Reject", the corresponding task will be left in "Sign Off" status, the task assignee notified, and the user will be guided to the below splash screen.

In the notes section of a task and project you are able to @ mention project team members, allowing for better collaboration. When you mention a team member they will be emailed notifying them that they were mentioned in a task. This email will include the message and a link to jump right into the system to respond. This email will be "from" hello@guidecx-mail.com.

If a user replies to a "your were mentioned email", rather than replying via the GUIDEcx web app or mobile app, those email replies are now routed directly back to the task or project note that they originated from.
Click on "add note via email" or click on your built in reply.
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When you “@” mention a User within a subtask of a checklist, they will be sent the email shown below.

Watchers can be added to a task when they need to receive information about the task without having any of the responsibility.

Watchers will receive notifications if something has been updated on the task they are watching.

Here's an example of when the task has been assigned:

Here's an example of when the task has a note added to it:

Here's an example of when the task status has been updated:
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Learn how to edit contact information and notification preferences for your customers that join your project

If you are an Admin, Manager or Guide user, you can add/edit a customer or third party's contact information or notification preferences by following the below directions.

If your customer is a member of a provider organization (Subscriber to GUIDEcx's services), you will be kept from updating their contact information much like you wouldn't want other users updating your contact information.

Certain project statuses can pause weekly notifications and task assignment notifications. See which automated emails are affected in the table below: