Email settings
Choose which emails the app sends by itself, and see what the test app would have sent.
What it's for
The app emails people when something happens: a sign-in code, a decision on a content request, a new task. Settings → Emails lists every email and lets you switch the automatic ones on or off.
- Switched on: the app sends it by itself when it's due.
- Switched off: the app doesn't send it. Anything that also has a button still works by hand, for example Send by email on a client invoice.
- Always sent (a lock instead of a switch): sign-in codes, because nobody could sign in without them, and emails that only go out when someone clicks a button.
Emails the app already sent before this page existed start switched on. New automatic emails (reminders, monthly statements, automatic invoice drafts) start switched off until you turn them on.
Before you start
- You're signed in as an Administrator (your role needs Manage email settings).
Steps
Open the page
In the menu on the left, click Settings → Emails. The title is Email settings. The emails are grouped in cards: Sign-in and access, Requests and tasks, Issues, Reminders, Creators and Invoices. Each line says what the email is about and who gets it.
Switch an email on or off
Click the switch next to the email. It saves at once.
What you should see
- A message at the bottom of the screen, for example Content request decisions: off.
- The switch stays in its new place after you reload the page.
- If someone else changed the same email while you had the page open, the message says so. Reload the page and try again.
When the automatic emails go out
All times are New York time. An email goes out only while its switch is on.
| When | To whom | |
|---|---|---|
| Task due and overdue | 9:00 AM on the due date, and once more the next morning if the task is still open | The person the task is assigned to |
| Calendar events | 9:00 AM the day before | Whoever added the event, and the creator of the account it is about |
| Availability deadline | Thursday 9:00 AM | Everyone with My shifts who hasn't sent next week's availability |
| Automatic invoice drafts | Monday 9:00 AM | Drafts invoices for unbilled weeks up to Sunday, then emails everyone who can edit client payouts. Nothing goes to clients |
| Monthly earnings statement | The 1st of the month, 9:00 AM | Each creator login with numbers: what their accounts earned in the last 30 days |
Nobody gets the same reminder twice for the same day.
In the test app: the outbox
The test app never sends email. Instead it keeps every email it would have sent in an outbox for 7 days, so you can check who would get what.
- The orange Test mode band at the top of the screen shows Emails are not sent · View outbox with the number of emails kept. Click it to open the Email outbox page.
- When a new email lands, a message pops up at the bottom of the screen: Email captured, not sent, with the subject and an Open button.
- On the Email outbox page, click a subject to open the email in a new tab, exactly as the recipient would see it. A band at the top says it wasn't sent and shows who it was for.
- The email switches in the test app are separate from the ones in the real app. An email switched off in the test app doesn't reach the outbox either.
The outbox doesn't exist in the real app: there, emails go to the people they're for.