Emails and notifications

Every email FSMCore sends and every notification it puts in the bell: what triggers it, who gets it, what switches it off, and what is never sent.

What it is for

FSMCore tells people things in two ways:

• Emails, sent to an email address.
• Notifications in the bell, shown inside FSMCore to one signed-in person.

This page lists all of them in one place. Each screen's own help page has the detail. Use this page to answer "who was told?" and "why did nobody get an email?".

The bell

The bell is the icon in the top bar. It lists the notifications of the signed-in person, newest first. Some notifications have a button that opens the right screen.

A bell notification belongs to one person. Nobody else sees it. A bell is never also an email, unless the tables below say so.

Emails your company sends

These are the emails about your company's own work. The first four are the only ones the Email notifications switch covers. See The Email notifications switch.

Details of each email:

• Invoice to the client: Invoice to the client.
• Internal copy: Internal copy.
• Invitation: The invitation email.
• Password reset: Forgotten password.
• Sign-in code: Email verification codes.
• Export: Export.
• Import: Import clients, sites and jobs.
• Test email: Email sending.

Crew invoice submitted

Sent when a subcontractor submits or resubmits an invoice in the crew app.

• To: every address listed for "Crew invoice submitted" in Notifications. The setting describes it as "A subcontractor submits an invoice for approval." With no address there, nobody is emailed.
• Subject: "Crew invoice CI-0004 submitted:" and the person's name.
• Text: "Subcontractor invoice CI-0004 has been submitted for approval.", "From:", "Total:", "Submitted:", "A PDF copy is attached."
• Attached: the crew invoice PDF, named "crew-invoice-" and the number.
• The subcontractor gets no copy.
• It is listed in the crew invoice's Email history.

More: The "Crew invoice submitted" email.

Hour log submitted

Sent when a crew member submits a week of hours in the crew app.

• To: every address listed for "Hour log submitted" in Notifications. The setting describes it as "A crew member submits their week of hours." With no address there, nobody is emailed.
• Subject: "Hours submitted:", the person's name and the week.
• Text: the person's name and "has submitted their hours.", "Week:", "The weekly hours sheet is attached."
• Attached: the weekly hours sheet as a PDF.
• The crew member gets no copy.
• It is listed in the Email history on the crew member's own page in the office, not on a document.

More: The email when a week is submitted.

Two-factor sign-in was reset

When an owner or admin resets a person's two-factor sign-in, that person is told twice:

• A bell: Two-factor sign-in reset, with "Your two-factor sign-in was reset by" and the name of the person who did it, then "Set it up again at your next sign-in."
• An email with the subject "Your two-factor sign-in was reset". It greets the person by name, repeats the same sentence and adds "If you did not expect this, contact" your company "straight away."

Nothing switches this off. See Reset another person's two-factor.

The Email notifications switch

Email notifications is a switch in Settings > Company, section Features. Only an owner or admin can change it. It is on for every new company. See Features.

Its own text says: "Switches four emails: the internal copy when a company invoice is issued, the invoice sent to the client, crew invoice submitted and hour log submitted. Invitations, password and security emails are always sent. Turning it off deletes nothing."

While the switch is off:

• None of the four emails is sent, and nothing is added to an Email history.
• The Issue window of an invoice says emails are switched off. The invoice is still issued, and the result says "Emails are off: nothing was sent."
• Send invoice is refused with "Emails are switched off for this company (Settings > Company > Features). The invoice was not sent."
• The AI assistant refuses to send an invoice with the same words.
• Crew can still submit hours and crew invoices. The office just gets no email.

See When emails are switched off.

The switch does not cover:

The switch does not touch the bell. Bell notifications are always written.

A company can also stop one of the three office emails without the switch: leave its address list empty in Notifications.

Who the emails come from

Emails your company sends carry your company's name, not FSMCore's. That includes the password reset email and the sign-in code email (subject "Here's your sign-in code"), which take the company from the web address you are signing in on.

Your company's name here is the trading name, else the legal name, else the company name.

A sending domain is set up in the Email sending section of Settings > Company. See Email sending.

The emails FSMCore sends about your account (signup, sign-in links, plan, trial, data restore and deletion) come from FSMCore itself.

How emails look

Emails your company sends all use one layout, the sign-in code email included:

• Your company's name at the top.
• The greeting "Hello!". Emails to one named person greet them by name instead, for example "Hi Anna,". The invitation, the two-factor reset and the export email do this.
• The text, then a button when there is one (for example Set your password).
• The sign-off "Regards," and your company's name.
• At the bottom: "©", the year, your company's name and "All rights reserved."

The text never mentions FSMCore as the sender. In an invoice email, the one place a client can see the name FSMCore is the "(via FSMCore)" after your company's name in the From line, and only while your company has no verified sending domain. The invitation and the test email, which go to your own people, do name FSMCore in their text.

Your words in emails

The emails use the words of Settings, Wording. With the default words they read exactly as shown on this page.

• The invoice email to the client and the internal copy use your Invoice title: in the subject, in "Please find your invoice attached.", in "Invoice number:" and in "Invoice INV-0001 has been issued." With the title "Tax invoice" the subject reads "Tax invoice INV-0001 from Your Company".
• The crew invoice submitted email uses your word for Crew in the subject ("Crew invoice CI-0004 submitted:") and your word for Subcontractor in the text ("Subcontractor invoice CI-0004 has been submitted for approval.").
• The hour log submitted email starts with the person's name. Only for a person with no name it says "A crew member", with your word for Crew.

An email about an issued invoice or a submitted crew invoice uses the words that document was issued with, the same as its PDF. See Wording.

Email history and background sending

Emails about a record are sent in the background. You do not wait for them.

1. The moment you issue, send or submit, the email is listed in the record's Email history as Queued.
2. The same row turns Sent or Failed once FSMCore has tried to send it. There is never a second row for one email.
3. FSMCore tries once. A failed email is not sent again by itself.

The Email history is on the record page of an invoice, of a crew invoice and of a person, in the office. Its Email column says which email it was, for example To the client or Internal copy. While an email is Queued, the section refreshes by itself.

A person's Email history lists the emails about that person: the invitation, a two-factor reset, an export they asked for, and the "Hour log submitted" emails for weeks they submitted. These are listed as Queued at once too, and the same row turns Sent or Failed. The section's description reads "Emails sent to this person, and whether they landed."

See Email history for invoices, Email history for crew invoices and Email history for a person.

Delivery status

After an email is Sent, the receiving mail server may report back. The status badge then shows what happened:

No delivery badge means nothing was reported yet. It does not mean the email arrived. See Email status.

Bells about emails

Email notification failed

Red. Written when an email could not be sent.

• Text: the name of the email in quotes, then "could not be emailed. The underlying action still completed. Check the record’s Email history." The name is "Company invoice issued", "Company invoice sent to client", "Crew invoice submitted", "Hour log submitted", "Invitation sent", "Two-factor reset" or "Company data export ready".
• To: the person who triggered the email. That is the person who issued or sent the invoice in the office, the crew member who pressed Submit in the crew app, the owner or admin who sent the invitation or reset the two-factor sign-in, or the person who asked for the export.
• The action itself is done: the invoice is issued, the week or the crew invoice is submitted. Only the email is missing.
• The password reset, sign-in code and test emails write no bell when they fail.

See When an email fails.

Email bounced

Red. Written once when the receiving mail server reports that an email did not arrive.

• Text: the record ("Invoice" or "Subcontractor invoice" with its number, else the name of the email, for example "Hour log submitted"), then "did NOT reach", the address, then ": the email bounced. Check the address and send it again."
• To: the person who sent the email. When no person sent it, your company's owners and admins.

Because the bell goes to the person who triggered the email, a crew member can get it for the office email of a week or a crew invoice they submitted.

Email marked as spam

Red. Written once when the person who received an email reports it as spam.

• Text: the record, then "was marked as spam by", the address, then "It was delivered, but future emails to that address may not be."
• To: the same people as the bounce bell.

A Delivered or Delayed report writes no bell. It only changes the badge in the Email history.

Bells in the office

Snag assigned to you

Text: the snag number and title, then "on" and the site, or the job when the job has no site. For example "S-01 Scratch on skirting on Grand Canal Block C."

The bell goes to the person the snag is assigned to, also when it is assigned at the moment it is added. Nobody gets a bell for something they did themselves, and an archived person gets none. It follows the rules of the bells in the crew app: a person with the Crew role gets the button Open My snags. See Notifications.

Snag marked fixed

Text: the snag number and title, "on" and the site or job, then "- ready to check and close."

It goes to owners, admins and supervisors when a crew member, or anyone else, marks a snag fixed. The person who marked it gets none. Closing the snag after that sends nothing.

RCT SIN missing

Text: the site name, then "has no RCT SIN yet. Submit the RCT contract notification before subcontractors invoice for it." The button Add the SIN opens the site.

It is written when work starts to happen on a site without a SIN:

• crew is deployed to a job on the site,
• a subcontractor logs time on a job on the site,
• a subcontractor submits an invoice with a line for the site.

One bell per site. The same site is raised again only when 7 days have passed without a SIN and new work happens on it. The subcontractor is never blocked and gets no bell. Nothing is sent while RCT is switched off for your company. See The bell for a missing SIN.

Storage bells

Text below 100%: "Your company uses", the percentage, "of its storage. Clean up in Settings > Storage, or upgrade." At 100%: "Storage full: clean up in Settings > Storage, or upgrade." The button Open Storage opens the page.

Each level rings once. The bells are armed again when usage falls below 80%. See Storage.

AI assistant bells

Written only for a reply that took 60 seconds or longer, because you may have left the page.

Both have the button Open the chat. See AI assistant.

Bells in the crew app

Crew are told about their own work by bell only. These bells follow four rules:

• Never an email.
• Never to the person who made the change.
• Never to an archived person.
• The button in the bell is shown only to a person with the Crew role.

The deploy bell names the site. When the job has no site, it names the job.

A crew invoice with a total of 0.00 becomes Paid when it is approved. The subcontractor then gets the approved bell, not the paid bell.

The bells are written whoever makes the change: a person in the office, a bulk action or the AI assistant.

Crew also get these bells, described above:

• Email notification failed, when the office email for a week or crew invoice they submitted could not be sent. See Email notification failed.
• Email bounced and Email marked as spam, for the same emails. See Email bounced.
• Two-factor sign-in reset. See Two-factor sign-in was reset.

Emails and bells from FSMCore about your account

These come from FSMCore, not from your company. No company switch turns them off.

A locked company shows no bells, because nobody can open it. That is why the lock, the deletion reminders and the notice that an owner or admin asked to delete the data are emails only.

Cancelling a plan sends no email to your company.

More on each:

• Signup code: Enter the code.
• Sign-in links: Find your company.
• Trial reminders: Trial reminders.
• Lock: When the trial ends without a plan and Locked company.
• Restore: Automatic actions.

Signup

Signing up sends two emails to the person who signs up: the 6-digit code, then the welcome email once the code is confirmed.

FSMCore's own operator also gets a note about every new signup, with the subject "New FSMCore signup:" and the company name. It is not sent to you or to anyone in your company.

What is never sent

Things people expect an email for, and do not get:

Addresses that cannot receive email

Some addresses are made up on purpose and can never receive email: anything at example.com, example.org or example.net, and addresses ending in .test, .invalid, .localhost or .example. FSMCore never sends to them. If an email has other recipients too, it goes to the others only. If every recipient is such an address, nothing is sent and the Email history still shows the send as done.

Emails sent in the demo company

The demo company (on demo.fsmcore.com) never sends email. Every email it would have sent, an invoice to a client, an invitation, a password reset, is kept on the server instead. Owners and admins of the demo company open them under Settings > Emails sent: the list shows when, to whom and the subject, and Open shows the email exactly as the client would see it, with the company's name and branding. The page is not there in any other company.

Emails that only FSMCore's own operator gets, never your people: the note about a new signup, notes about a new paying company, a failed payment, a cancelled plan, a locked company, a request to delete data and a deleted company, the list of companies due for deletion, and alerts about errors in the software.

Common mistakes

The office got no email when a week or a crew invoice was submitted. Check three things: Email notifications is on in Settings > Company, section Features; an address is listed for that email in Notifications; and the Email history, which shows Failed or Bounced if the email went wrong. For a crew invoice it is on the crew invoice. For a week of hours it is on the crew member's own page.

The client says the invoice never arrived. Open the invoice's Email history. Sent is not Delivered. Bounced means the address is wrong or the mailbox refused it. Fix the address and press Send invoice again.

A crew member says they got no email about their approved hours. That is correct. Crew are told by the bell in the crew app only.

A crew member sees the bell but it has no button. The button is shown only to a person with the Crew role.

I have a bell "Email notification failed" but the invoice is issued. The invoice is issued. Only the email failed. FSMCore does not try again. Send it again yourself.

The accountant sees no bell. The books have no bell. A person who also works in the office sees their notifications there.

We switched Email notifications off and a new person still got an invitation. Invitations, password resets, sign-in codes and security emails are always sent. The switch covers four emails only. See The Email notifications switch.

Our emails say "(via FSMCore)" after our name. Your company has no verified sending domain yet. Set one up under Email sending.