---
title: "How Notifications Work"
description: "This guide explains when emails and reminders are triggered for tasks, messages, and more."
url: https://support.hubflo.com/fr/articles/10693690-how-notifications-work
collection: "Gestion des clients et communication"
updated: 2026-09-18
language: fr
alternates: [en]
---

# How Notifications Work

This guide explains when emails and reminders are triggered for tasks, messages, and more.

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 Notification Preferences

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.

# Notification Rules by Feature

## **Forms**

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)
    

## **SmartDocs**

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
    

## **Client Portal Invite**

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 (Chatroom)**

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
    

## **Tasks & Comments**

-   **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.
    

## **Invoices and Proposals**

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.

## **Internal User Recaps**

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.

# **Troubleshooting Notification Issues**

If your clients are not receiving notifications:

1.  Confirm the item (form, task, etc.) is assigned to the client
    
2.  For tasks, check that a due date is set
    
3.  Ask the client to look in Spam or Promotions folders  
    ​**​**
    

**Tip:** Recommend adding your platform’s sender email (e.g., [no-reply@yourdomain.com](mailto:no-reply@yourdomain.com)) to their **safe sender list**

If the issue continues, please reach out to our support team with specific examples so we can help.