Activating notifications
Before you can use notifications, it is important to configure which ones you want to activate and who should receive them.
You can configure this by going to Settings > Account > Notifications.
Different notification types
For each notification type, we explain what you can do with it as a user and who receives a notification when a change or trigger occurs.
Receivers can be set to specific employees, permission groups, and/or roles.
Workflows
A workflow step is approaching its deadline
On the day a workflow approaches the configured deadline, a pre-configured person receives the message: "Today is the deadline for [step] of workflow [workflow name]. By default, the person the workflow is assigned to receives this notification, but this can be changed.
CRM
An account manager has been changed
If an employee is assigned a new client, they receive a notification if the account manager is also configured to receive notifications.
Note that only the person who becomes the new account manager receives the notification. If the account manager makes the change themselves, no notification is sent — the employee already knows they linked themselves to the relation.
Notification trigger:
As soon as the change is saved, the relevant account manager receives a notification.
A contact person has a birthday in 5 days
If a date of birth is entered for a (contact) person, it is possible to receive a notification.
Notification trigger:
Simplicate checks today through 5 days in the future to trigger the notification. Every morning, Simplicate checks whether anyone has a birthday within 5 days.A contact person has a birthday today
If a date of birth is entered for a (contact) person, it is possible to receive a notification on the day that person's birthday falls.
HRM
An employee has a birthday in 5 days
This notification allows, for example, an employee's manager to be reminded by Simplicate that an employee has a birthday.
Notification trigger:
Simplicate checks today through 5 days in the future to trigger the notification. Every morning, Simplicate checks whether anyone has a birthday within 5 days.
A contract expires in 45 days
Useful for the manager who needs to discuss the contract with the employee. Simplicate automatically sends a notification 45 days before the contract end date.
Notification trigger:
The notification appears up to and including 45 days before the end of the contract. Simplicate checks for this every morning.
An employee has a birthday today
If a date of birth is entered for an employee, it is possible to receive a notification on the day that person's birthday falls.
An employee celebrates a work anniversary (annual)
This notification is shown when an employee has worked at the company for another year, and it appears on the date the first contract (in HRM > Employee > Contract) started.
Sales
A win probability has been changed
When activated, the person responsible for the sales process receives a notification as soon as a colleague changes the win probability. The responsible person can then respond to this change by, for example, contacting the client and sending a quote.
Notification trigger:
Simplicate updates this notification every 4 hours.
A deal has been accepted
Without going to the accepted sales overview, the responsible person knows that a deal has been accepted by a colleague.
Notification trigger:
Simplicate updates this notification every 4 hours.
A deal has been rejected
Unfortunately, deals are sometimes rejected. Receiving a notification allows the responsible person to respond more quickly.
Notification trigger:
Simplicate updates this notification every 4 hours.
A quote has been approved online
When a quote is approved online, the responsible colleague will be notified.
Notification trigger:
Simplicate updates this notification every 4 hours.
Projects
A service within a project has consumed a configured portion of its hours budget
Receive a notification as project manager when a budget overrun is imminent. This looks at hours spent versus the hours budget. The default threshold is 75%, but you can set your own percentage between 1% and 999% in the notification settings.A service within a project has consumed a configured portion of the available budget
Receive a notification as project manager when a budget overrun is imminent. This looks at the value of the hours and the service. Useful when you work with employees or hour types with different rates.
Important: this notification only applies to fixed price and time and expenses services.
For this notification too, you can set the threshold yourself (1%–999%, default 75%).
Notification trigger:
Simplicate updates this notification every 4 hours, so it will not appear immediately as it does when an account manager is changed in CRM.
Hours
Employee has not yet registered any hours in the previous weekly timesheet
The employee receives this notification when they have not registered any hours in the previous week.Notification trigger:
The Monday morning following the week in which no hours were registered by the employee.Employee has not yet submitted the previous weekly timesheet
The employee receives this notification when they have not submitted any hours in the previous week.Notification trigger:
The Monday morning following the week in which no hours were registered by the employee.
Employee has not yet registered all hours according to their schedule in the previous weekly timesheet
The employee receives this notification when they have not yet registered all hours according to their schedule in the previous week.Notification trigger:
The Monday morning following the week in which the employee has not yet registered sufficient hours.
Important: by default, the relevant employees are linked to this notification. You cannot specify which individual employees should or should not receive it. When you activate this notification, it applies to all employees.
Invoices
Processing an invoice to the accounting system has failed This notification allows someone responsible for invoicing to receive a notification that an invoice was not successfully processed to the accounting system.
Sending an invoice via Peppol has failed
This allows someone responsible for invoicing to receive a notification that an invoice could not be sent via Peppol.
Sending an invoice via email has failed
This notification informs the person responsible for invoicing that an invoice could not be sent via email. For example, when the attachment(s) exceed the 10 MB limit. For this notification, there is a specific role called "Sender".
Sending the invoice by email failed because merging the PDF files was not possible
This notification informs the person responsible for invoicing (for example, the sender) that the invoice's attachments could not be merged.
Settings
Issues when sending a quote or invoice.
This notification informs the responsible person that an invoice or quote did not reach the client due to a so-called soft bounce. A soft bounce in emails occurs when the recipient's email server temporarily rejects the message due to issues such as a full inbox or a temporary server problem. This can usually be resolved by resending the email under Settings > Outgoing mail.
You may also receive this notification due to a non-existent or misspelled email address. Make sure to verify that the address is correct.
Below is an example of a soft bounce notification:
When an employee receives a notification, they can see which notifications are present in the top-right corner and click through to view the underlying information:
If a notification has already been read, it will still appear in the overview but will be displayed in gray.
Notifications by email
Each employee can decide whether to also receive notifications by email. This can be done by activating the "Notifications by email" option via your personal profile (top right > My profile). This then applies to all notifications.
