Notification settings

Client Portal emails you or your clients when something changes in a portal. You choose which events send an email, who receives it, and what it says.

Available notification types

Each event has its own settings. Turn off any you do not use.

• New client account. Sent when a new client account is created.

• Portal assigned. Sent when you assign a client to a portal, with a link they can open.

• Module activated. Sent when you change a module's status to Active.

• Module completed. Sent when a module is marked Completed.

• Client file upload. Sent when a client uploads or deletes files. The email waits 10 minutes after the last change.

• New comment. Sent when someone comments on a content page.

• Files added. Sent when you add files to a Files or Private Files module, unless that module is Inactive. It is on by default and goes to the client. The email waits 5 minutes after your last save, so several files can go out together. Deleting a file does not send an email.

• Reminder. Sent before a module's due date. See Add due dates and reminders.

Customizing a notification

Each notification type has its own settings tab. Here's how to customize any notification:

1. Navigate to Client Portal Settings → Notifications

2. Click the tab for the notification type you want to edit (for example, Module activated)

3. Edit the Email Subject field to change what appears in the subject line

4. Modify the Email Content using the editor. This is the message body

5. Use template tags (shown below the editor) to insert dynamic information like portal names, client names, or links

6. Choose who should receive this notification:

   • Client(s) on this portal . Sends to the client(s) assigned to the portal

   • Admin (you). Sends to you or anyone else you specified in your Email Settings

7. Click Preview Notification to see a preview, or Send Test Notification to receive a sample email

8. Save your changes

Common template tags

Template tags insert dynamic information into your emails. Available tags vary by notification type, but common ones include:

• {sitename}. Your website name

• {portal_url}. Direct link to the portal

• {login_url}. Client login page

• {client}. Client name

• {module}. Module name

• {files}. List of files on the Client file upload email

• {file_list}. List of files on the Files added email

The full list of available tags appears below the Email Content editor for each notification type.

Customizing notifications per portal

You can override global notification settings for individual portals, including email content, subjects, recipients, and digest schedules. This is useful when different clients need different communication styles or when you want to disable notifications for specific portals.

To set up custom portal notifications:

1. Edit the portal you want to customize

2. In the Notifications panel (sidebar), uncheck Use default notifications

3. Click Customize notifications to open the per-portal settings page

4. For each notification section you want to customize, check Override default settings for [Notification-Type]

5. Edit the email subject, content, recipients, or digest schedule as needed

6. Save your changes

For detailed instructions, including how to disable specific notifications per portal and manage digest schedules, see Customizing notifications for individual portals.

Testing notifications

Before relying on notifications, send test emails to verify they look correct:

1. Navigate to the notification type's settings tab (for example, Notifications → Module activated)

2. Make any edits to the subject or content

3. Click Send Test Notification

4. Check your inbox for the test email

Test emails use sample data for template tags, so you'll see placeholders like "Sample Portal" or "Sample Client" instead of real names.

Troubleshooting

If notifications aren't sending, see Troubleshooting email notifications for common issues and solutions. The most common problems involve WordPress cron jobs, email server configuration, or recipient checkboxes being unchecked.