Notifications

Who in the office gets an email when a subcontractor submits an invoice, when a person submits their week of hours and when you issue a client invoice: the address lists in the Notifications section of Company settings.

What it is for

Notifications is the last section of the Company settings page (menu group Settings, item Company).

"Who gets emailed when each event happens. Add one or more addresses per event; leave an event empty to notify nobody for it. These are plain email addresses; the recipient does not need a login."

The section has three lists of email addresses, one per event. When the event happens, FSMCore sends one email to the addresses of its list.

The addresses are plain email addresses. A person on a list does not need to be a member of your company in FSMCore. So your outside accountant or bookkeeper can get the emails without a sign-in. An owner can be on a list too.

These lists are about emails only. The notifications in the bell inside FSMCore are not set here.

Who can use it

A person on a list needs no role at all: they only receive the emails.

Add or remove an address

1. Open Settings, then Company, and scroll down to Notifications.
2. Click in the list of the event. The empty field shows "Add an email address…".
3. Type the address and press Enter. It becomes a tag in the list. Add more the same way.
4. To remove an address, press the x on its tag.
5. Press Save at the foot of the page.

Nothing is kept until you press Save. See Save.

The address lists

Rules for all three lists:

• Every entry must be a valid email address. Anything else is refused when you save.
• You can add as many addresses as you need.
• The same address typed twice in one list is saved once.
• The same address can be in more than one list.
• The next time you open the page, each list shows its addresses in alphabetical order.

Crew invoice submitted

Sent when a subcontractor submits their invoice in the crew app. The office then knows there is an invoice to approve.

• Subject: "Crew invoice {number} submitted: {person}".
• Text: "Subcontractor invoice {number} has been submitted for approval.", then From, Total and the Submitted date, then "A PDF copy is attached."
• Attached: the invoice PDF.

See The "Crew invoice submitted" email.

Hour log submitted

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

• Subject: "Hours submitted:" then the person's name and the week.
• Text: the person "has submitted their hours.", the week, and "The weekly hours sheet is attached."
• Attached: the weekly hours sheet PDF of that week.

See The email when a week is submitted.

Company invoice issued

These are the addresses of the internal copy of a client invoice. People often put their accountant here, but any address works, an owner's too. That is why FSMCore calls it the internal copy and not "the accountant".

The internal copy is not sent on its own for every invoice. It is sent:

• from the Issue window and the Send invoice window of an invoice, when the box Email internal copies (Settings > Company > Notifications) is ticked. Under the box you see "Goes to:" and the addresses of this list.
• from bulk Issue, when Pre-select “Email internal copies” when issuing client invoices is on in the Document defaults section. See Pre-select internal copies.

The same switch decides whether the box starts ticked in the two windows. You can change the box for each invoice.

The email:

• Subject: "Invoice INV-0004 issued:" and your company's name.
• Text: "Invoice INV-0004 has been issued.", "Client:", "Total:", "Issued:", "A PDF copy is attached."
• Attached: the invoice PDF. The job's completion report too when Attach completion report was ticked.

See Internal copy and Who gets the email.

The client is never on this list. The invoice to the client goes only to the addresses you choose when you send it.

Leave an event empty

A list with no address means nobody is emailed for that event. That is allowed, and nothing else changes:

• The subcontractor can still submit the invoice. It still shows in the office to approve.
• The person can still submit their week. It still shows in the office to approve.
• The invoice is still issued. Under the internal copy box the window says "No internal copy addresses are set yet (Settings > Company > Notifications), so nothing will be sent."

To stop the emails of one event, remove every address from its list and press Save.

The Email notifications switch

The three emails of this section are sent only while Email notifications is switched on for your company. The switch is in the Features section of Company settings. See Features.

While it is off, nothing is sent to these lists, whatever addresses they hold. The lists keep their addresses for when you switch it on again. See When emails are switched off.

Emails without a list here

Some emails have no list in this section, because who gets them is already fixed:

The invoice to the client also follows the Email notifications switch. Invitations and security emails are always sent, also while the switch is off.

Every email FSMCore sends is listed in Emails and notifications.

What happens after

• The new lists are used from the next event on. Emails already sent are not sent again to a new address.
• Each event sends one email, addressed to every address of its list together.
• The emails come from your company's sender. See Email sending.
• A reply to one of these emails goes to the Email of your company in the Contact section, unless your own sending domain says otherwise. See Contact.
• Every email about an invoice or a crew invoice is listed in the Email history of that document, with its status. See Email history.
• Adding or removing an address sends no email. The person is not told that they were added.

Common mistakes

The accountant gets no copy of issued invoices. Check four things. Their address is in Company invoice issued. The page was saved after adding it. The box Email internal copies (Settings > Company > Notifications) was ticked when the invoice was issued or sent. Email notifications is switched on in Features.

Bulk Issue sent no internal copy. Bulk Issue has no box to tick. It follows Pre-select “Email internal copies” when issuing client invoices in Document defaults. Switch that on.

I typed an address but it is gone. The address was not turned into a tag, or the page was not saved. Type the address, press Enter, then press Save.

An address is refused when I save. It is not a valid email address. Check for a missing @ or a space, fix it and save again.

Nobody is emailed when a subcontractor submits an invoice. The list Crew invoice submitted is empty, or Email notifications is switched off.

I want the client to get the invoice automatically. That is not possible from this section. The client is emailed only when you tick Email the invoice to the client and choose an address in the Issue or Send invoice window.

A person on a list cannot sign in. A list gives no access to FSMCore. To give a person a sign-in, invite them. See Inviting people.