Notifications
In-app, email and realtime alerts, a daily digest, and one-click unsubscribe.
Three channels
- In app — the bell in the top bar, with an unread count, plus a full notifications page.
- Email — sent to your address, with a one-click unsubscribe in every message.
- Realtime — the bell updates live, without reloading the page.
Email works on its own. You can switch the bell off for an event and still get the email. Realtime only updates the bell, so it needs the in-app switch.
What you can be notified about
| Event | Who is notified |
|---|---|
| Contact created | Owners and admins, excluding whoever created it |
| Contact assigned | The new assignee — skipped if you assigned it to yourself |
| Mentioned in a comment | The people mentioned |
| Appointment created | The assignee, or everyone active if unassigned |
| Appointment cancelled | The assignee, or everyone active if unassigned |
| Email received | Whoever sent the last outgoing message in the thread |
| A SWARECO AI chat finishes | The person who started it |
| SWARECO AI is waiting for your confirmation | The person who started the chat |
An appointment that is unassigned, or assigned to someone who has since left the account, notifies the account's active members instead.
Choosing what reaches you
In Settings → Notifications each event has three switches: in app, email and realtime. In app and email are independent of each other; realtime depends on in app. Preferences are per person and take effect immediately.
For SWARECO AI, a finished chat reaches the bell by default and not your email. A chat waiting for your confirmation reaches both by default, because its cards expire after 15 minutes.
The daily digest
A new contact can arrive from a form, the API, Calendly or by hand, and each one used to email every owner and admin at once. Contact created emails are now batched into a daily digest by default: one email per person, per account, at 08:00 Eastern Time.
- The digest lists up to 50 new contacts with the same details as an immediate email, then “And N more”.
- Field permissions apply, so you only see what your role may see.
- Under Email for that event you can switch back to immediate delivery, or turn email off.
- Mentions, assignments, appointments and replies are about you personally, so they always arrive immediately.
What an email tells you
Every notification email names its record in the subject and gives the facts in the body, so you often do not need to open the CRM to know what happened:
- A new contact: who added it and how — in the CRM, from a public form, through the API or from Calendly — plus its email and phone if your role may see them.
- An appointment: the title, the time in Eastern Time with the zone shown, the location and the assignee.
- A mention: who mentioned you, on which record, and an excerpt of the comment.
Fields your role is not allowed to see are left out of the email as well. Mail about the same record is grouped into one thread in mail clients that follow thread headers.
Managing notifications
Clicking a notification marks it read and takes you to the record. If that record has since been deleted you are taken to the nearest sensible page rather than an error. There is a filter for unread only, and a mark-all-as-read action.
Unsubscribing
Every notification email carries two ways out, and both work without signing in:
- The unsubscribe button your mail app shows. Gmail and Outlook display their own Unsubscribe control for these emails. One click turns off email for that type of notification only.
- The link at the bottom of the email. It opens a page where you choose this type or all notification email. Nothing changes until you press the button, so a mail scanner opening the link cannot unsubscribe you by accident.
Unsubscribing never affects your in-app notifications, and you can turn email back on in Settings → Notifications. Links stay valid for 180 days. Invitations and password emails are not notifications and carry no unsubscribe link.