This article explains how notifications and reminders work across key areas of the platform, so that you can keep your clients and team informed and avoid delays.
Internal users can customize how often they receive notifications by going to:
⚙️ Settings > My Profile > Notifications
From there, you can choose to:
Receive an email when you have unread messages
Receive a daily recap of your activities on Hubflo
Receive a weekly recap of your activities on Hubflo
Only get alerts from assigned contacts
Turn off notifications entirely
These preferences help you stay updated without overwhelming your inbox.
Important: Clients cannot adjust notification settings at this time. All client notifications follow the default rules outlined below.
Submitted forms notify both the client owner and the team member who assigned the item. When a form is assigned to a client:
They receive an initial email notification
If the form remains incomplete, the system sends 2 reminder emails if incomplete (every 3 days)
The system does not send alerts for files uploaded by internal team. When a smart document is assigned:
The client receives an email notification
2 follow-up reminders are sent every 3 days until the document is completed
When you invite a client to the portal:
They receive an initial invite email
If the invite isn’t accepted, the system sends 2 follow-up reminders (every 3 days if not accepted)
Messages notify all chat members except those who have disabled notifications and sender. For messages sent through the chatroom:
If a message is not read within 5 minutes, the client receives an email notification
If there are multiple unread messages, they are grouped into a single summary email
Clients can reply directly to the email, and the message will post back to the chat
Additional notifications:
SMS alerts if Twilio is connected
Push notifications if mobile app is installed
For tasks created by a client, the client owner and project owner are notified.
Comments on tasks notify the people involved with the task (creator, assignees).
When you assign a task to a client, they’ll receive an email notification. To prevent inbox overload, we bundle notifications: clients receive a maximum of one email per hour, even if multiple tasks are assigned during that time.
If task is created by a client, the system notifies the client owner and project owner.
If a file is uploaded by a client or a task is created by a client, the system notifies the client owner.
Task comments triggers notifications to task creator and assignees.
If the task becomes overdue, the client receives an additional email notification.
You can set up to 5 follow-up reminders for:
Unpaid invoices
Unsigned proposals
These reminders are fully customizable from the invoice or proposal settings.
Recaps are available for internal users only:
Daily recaps include task updates and calendar events
Weekly recaps offer a summary of key activities
Important: Clients do not receive these emails.
If your clients are not receiving notifications:
Confirm the item (form, task, etc.) is assigned to the client
For tasks, check that a due date is set
Ask the client to look in Spam or Promotions folders
Tip: Recommend adding your platform’s sender email (e.g., [email protected]) to their safe sender list
If the issue continues, please reach out to our support team with specific examples so we can help.
