Notifications
SmartMy Projects tells the right person when something needs them. That can be a task given to them, a week sent back, a request to approve, a payment due, a project late in a stage. Each event has its own recipients and channels, in the app, by email, as a phone notification or on WhatsApp for clients.
PLANSEvery plan
The problem it solves
- People find out about a task given to them when the deadline has passed.
- Clients are chased by phone for a payment that fell due a week ago.
- An approver does not know a request waits, so it sits for days.
- When someone says they never got the message, nobody can check what was sent.
How it works
- Something happens in a project. A task is given to someone, a week is sent back, a milestone falls due, a project stays too long in a stage.
- The event finds its recipients. They are the people on the task, the person whose week it is, the approvers of the next level, the client's people on the project.
- It is sent on every channel the event has. That is the app inbox, email, a phone notification, or WhatsApp for people outside your team. Each person gets it in their own language.
- Every message leaves a line in the Delivery Log, with the reason when it could not be sent, for example no email address.
- An administrator can switch an event off for everyone or for one entity, change its channels per entity, and change the wording.
Everything it does
Tasks and time
- Task Given to You: to the people added to a task (not the one who added them); in the app and by email
- Task Due or Late: every morning, to the people on tasks due within the reminder days (1 to start with) and on late tasks. In the app and by email
- Timesheet Missing: on the entity's reminder day (Monday to start with), to people whose last week is short or not submitted. In the app and by email
- Timesheet Sent Back: to the person, with the reason; in the app and by email
- Projects Rule Alert: when an automation rule runs on a task or a late week. It goes to the assignees, the manager or the roles the rule names, in the app and by email
Approvals
- Request Waits for Your Approval: to the approvers of the level that is next. It covers timesheets, billing runs, expenses, budgets, stage overrides and subcontract work. It goes as a phone notification, by email and in the app
- Approvers also get a to-do for each request
- Project Expense Decided: to the person who asked, when an expense, advance or settlement is approved or rejected; in the app and by email
Stages, budgets and key events
- Project Stage Is Yours: to the person who holds the stage a project entered; phone notification, in the app and by email
- Project Late in a Stage: to the holder and the project manager when a project passes the stage's target days. Phone notification, in the app and by email
- Project Budget Alert: to the project manager when a budget line reaches the alert % (80 to start with) and again over 100 %. In the app and by email
- Key Event Invitation, Key Event Changed and Key Event Reminder: to everyone invited, with a link to reply and the map; by email and WhatsApp
- Event Checks and Follow-ups Due: every morning, to each person with readiness checks due today; phone notification and in the app
Clients
- Project Update: a post on the project feed meant for the client, with a link to their view of the project. By email, WhatsApp and in the portal
- Project Update Not Seen: one reminder, a day later, for a post that asks the client to confirm they saw it; by email and WhatsApp
- Project Payment Due: when a payment milestone falls due, to the client and the client's people on the team. By email, WhatsApp and in the portal
Channels and delivery
- Channels: in-app, email, phone notification (push) and WhatsApp. SMS is not used by any Projects event
- Every Projects event is sent on all of its channels, not just the first that works
- Phone notifications reach people signed in to the SmartMy Projects app or the SmartMy HRMS app
- Templates per event, channel and language, with your own wording if you want it
- Delivery Log: every message with its status and, when not sent, why; Retry and Cancel for administrators
People's own choices and quiet hours
- Each person can switch off a channel for themselves, for example email or WhatsApp; in-app notices always arrive
- Projects events are all work messages: a person cannot switch an event off for themselves, only a channel
- Quiet hours per entity (21:00 to 7:00 to start with) hold back informational messages only; Projects events go out at once, at any hour
Who uses it
Team memberGets their tasks, due dates and weeks sent back, and chooses which channels they want.
Project managerGets requests to approve, late stages and budget alerts for their projects.
ClientGets project updates, payment reminders and key event invitations by email and WhatsApp.
AdministratorSwitches events and channels on or off per entity, edits the wording, and checks the Delivery Log.
Where you use it
- Web: the inbox of each user, and Notifications > Delivery Log, Analysis and Configuration (Events, Entity Settings, Templates, Opt-outs, Push Devices)
- The SmartMy Projects app: notices open the task or week. An inbox holds your channel settings (built and in testing, not in the app stores yet)
- Client portal: the client's notices; email and WhatsApp for people without a login
What you control
Settings
- Per event: on or off, its channels and their order, for everyone or per entity
- Remind days before a task deadline: 1
- Timesheet reminder: on, on Mondays
- Budget alert at: 80 %
- Quiet hours: 21:00 to 7:00 per entity, for informational messages
- Templates per channel and language
Works with
SmartMy HRMSThe employee app receives the same Projects notices for tasks and weeks, next to leave and payroll ones.
Questions
Can someone stop getting emails but keep the app notices?
Yes. Each person can switch the email channel off for themselves. In-app notices always arrive.Do notices wait for working hours?
No. Projects notices are work messages and go out at once. Quiet hours hold back informational messages only.Can we stop one kind of notice for the whole company?
Yes. An administrator switches the event off for everyone, or for one entity, under Notifications > Configuration.Do clients get WhatsApp messages?
Yes, for project updates, payments due and key events, along with email. Your team gets in-app notices, email and phone notifications.Can we send SMS?
No Projects event uses SMS today. Email, WhatsApp, in-app and phone notifications cover the events.How do I check whether a message was sent?
Open Notifications > Delivery Log. Each message shows its status, and the reason when it was not sent, such as a missing email address.Related features
ACROSS SMARTMY PROJECTSApproval chainsTimesheets, billing runs, expenses, budgets, stage overrides and subcontract work go to the right people in the right order, set up by you without code. Every decision is kept with who made it, when and why.TASKSDeadline remindersPeople are told when a task is given to them. They are reminded before its deadline, on the day, and every morning while it is late. You set how many days before.TIMEMissing-time reminders and Time AnalysisEvery week, people whose last week is short or not submitted are reminded in the app and by email. Time Analysis shows managers the hours by project, person, task, week, billable and status.PROJECTSPayment milestones with draft invoicesGive a project a payment plan, such as 30 / 40 / 30. Its milestones fall due by hand, on a date, at a stage or when a key event is done. The client is told, a draft invoice is made, and an unpaid milestone can hold the project in its stage.PROJECTSProject feed for the team and the clientOne timeline per project where updates, tasks done, payments, stage changes and key events land, each marked with who it is meant for. The client is told on WhatsApp or by email with a link to their own view, and confirms important items with Seen.TASKSTask automation rulesRules that act when a task is created, reaches a stage or goes overdue, or a timesheet week is late. They assign, set priority, tags or deadline, add a follow-up task, or tell people. Every run is logged.
See your next project on it.
Tell us how many people keep time, how you bill your clients today (hours, fixed price, retainers) and what you use now. We will set up one of your real projects with you.