Choose how people are notified

Flowstate tells people when something needs them, such as a week of effort to submit, a budget transfer to approve or a CapEx rationale that's due. Use these settings to choose how each kind of notification reaches people, and when the digest email goes out.

You need to be a Flowstate admin. To send Slack messages, connect Slack first.

What people get

Kind	What the person gets
Task	An item in their Inbox, plus an email or Slack message if those are on. The item clears itself once the work is done, for example when the week is submitted.
Notice	An item in their Inbox, plus an email or Slack message if those are on. There's nothing to do.
Reminder	A line in their digest email. No Inbox item.

Notifications go to the person responsible, such as a team manager, an approver or a project owner. Nobody is notified about their own action.

1. Choose channels for each category

1. Go to Settings → Organisation → Notifications and open the Settings tab.
2. Under Notification channels, find the category.
3. Turn In-app on or off. This controls the Inbox item.
4. Set Email to Immediate (one email as it happens), Digest (included in the digest email) or Off.
5. Turn Slack on or off. This controls a Slack direct message.

Each change saves straight away. Until you change them, every category has In-app and Slack on, and Email set to Digest, except Budgets and Project data, which email immediately.

Category	What it covers
Effort reporting	A team's week is due for submission; submitted weeks are waiting for review
Budgets	A budget transfer needs accepting or declining; a transfer was accepted, declined, cancelled or expired; the pay on an accepted transfer changed
Capitalisation	A weekly count of your projects waiting for CapEx review; a project's CapEx rationale is due
R&D claims	A project looks eligible for an R&D claim; a reminder that a claim's deadline is close; a claim needs revising or reviewing
AI governance	An AI alert fired; AI governance signals need review
Needs attention	CapEx projects have no approved rationale; employees have no tracked effort; projects need their data cleaning up; projects couldn't be placed in a cost centre; cost centres were set automatically
Project data	The projects whose data needs cleaning up, sent to the project contact or to each project's owner. Never sent to Slack

2. Set up the digest email

The digest is one email listing everything a person still has to do. It only goes to people with something outstanding.

1. On the Settings tab, go to Task digest schedule.
2. Choose a Default frequency: Daily, Weekly or None (disabled).
3. Check the Timezone. See the note below.
4. Choose a Send time.
5. For weekly digests, choose the Weekly digest day.
6. Turn Users can override on if people may choose their own digest frequency.
7. Select Save schedule.

Timezone is your organisation's timezone

The Timezone here is the same setting as Timezone under Settings → Organisation → Date & Time. Changing it on either page changes it on both, and it also affects when scheduled syncs run and which week a timesheet falls in. See Organisation settings.

People choose their own frequency in their profile, under Notification Preferences → Task digest frequency. If Users can override is off, they see that their administrator manages it.

Done when: the schedule is saved and people with outstanding tasks get a digest at the send time.

3. Choose a project contact

Once a day, at the digest Send time, Flowstate checks every project's dates, status, owner, cost centre and link to your project tool. The people who can fix a flagged project get an Inbox item and an email listing their projects and what's wrong with each. The email comes once a day for as long as they have a project to fix. It stops when their list is clear, or when they dismiss the Inbox item. This is never sent to Slack.

1. On the Settings tab, go to Project contact.
2. Add the people who look after project data. Each change saves straight away.

Leave the list empty and each flagged project's owner is told about their own projects instead. If the owner has no Flowstate account, their manager is told, then the lead of the project's team. Someone with nothing left to fix sees their item clear itself.

Done when: the project contact is set, or you're happy for project owners to be told.

3. Check what was sent

1. Go to Settings → Organisation → Notifications and open the Logs tab.
2. Filter by status: Sent, Failed, Dispatched, Pending or Skipped.

Each row is one message, with its Recipient, Type, Status, Scheduled For and Sent At. Failed messages show the reason underneath.

Slack messages

A Slack message goes out only when:

• Slack is connected. See Connect Slack.
• The category's Slack switch is on.
• On the Slack settings page, the matching switch is on: Effort submission notifications, Cost capitalisation flows or R&D flows.
• The person uses the same email address in Slack and Flowstate.

If something's not right

Someone gets no email for a category. The category's Email is Off, or it's Digest and their digest frequency is None (disabled). Check the Logs tab for that person.

The digest never arrives. The person had nothing outstanding at the send time, or Default frequency is None (disabled).

The digest arrives at the wrong time. Check the Timezone. It's your organisation's timezone, so fix it here or under Settings → Organisation → Date & Time.

People get too many emails. Change busy categories from Immediate to Digest.

No Slack messages. Work through the list under Slack messages.