Managing Internal Email & Team Notifications

These internal emails go to your team. They are separate from the proposal and payment emails your customer receives.

Contents

• Who can use this
• How recipients work
• Project
• Shop
• CashFlow

Who can use this

Organisation admins open this at Control > Company > Notifications

If you only use projects, the page opens straight onto project alerts. If your organisation also uses Shop or CashFlow, a Category menu at the top switches between Project, Shop, and CashFlow.

How recipients work

Each alert is a row you can expand. Inside it, choose who should receive the email:

• To, Cc, and Bcc
• A project role, which emails the person assigned to that role on the project: Assigned Team Member, Salesperson, Designer, Site Inspector, or Installer
• An extra email address, using Add

A person can sit on only one of To, Cc, or Bcc for the same alert. Adding them to a second row moves them there.

Save stays inactive until you change something. After you save, you see “Your updates have been saved”. Every alert except System Install Event Scheduled needs at least one To or Cc recipient before it can be saved. Bcc on its own is not enough.

For Customer Accepted Proposal and Customer Viewed Proposal, Assigned Team Member and Salesperson are always on To. You can add more people. You cannot remove those two.

Emails are sent only when both of these are on:

• Allow email notifications on the project (the project’s team settings)
• Allow Email Notifications on that team member (Control > Company > Team > Team Members)

If a team member has email notifications turned off, OpenSolar skips that person and still emails everyone else on the alert. Extra email addresses you type in are always included when the project itself allows email notifications.

Project

Internal Project Notifications keeps colleagues up to date when something happens on a job.

Shop

Shop appears when your organisation uses hardware ordering. The same recipient fields apply.

If you have not saved Shop recipients yet, quote messages still go to the person who created the quote, and the order confirmation still goes to the usual order email.

CashFlow

CashFlow appears when your organisation uses CashFlow. If CashFlow is not activated yet, this category shows the activation steps. Choosing to leave that flow returns you to Project notifications.

Once CashFlow is active, two tabs sit at the top.

Customer Payment Emails

These go to the customer, on a timeline you can turn on or off:

• Payment Request — the invoice is ready, and how many days until it is due
• Payment Request Reminder — up to five follow-ups after the first request
• Payment Request Due — the payment is due that day
• Payment Request Overdue Reminder — up to five follow-ups after the due date
• Payment Authorized — confirmation after the customer authorises a payment

Open a step to edit the subject, message, and timing, then save that step. Reminder steps need at least one day selected while they are turned on.

If payments run through Stripe, authorisation confirmations and receipts are sent by Stripe. Edit those templates in your Stripe account.

Internal Notifications

These go to your team. Use the same To, Cc, Bcc, project roles, and extra email addresses as on Project, then Save. Each one needs at least one To or Cc.

Internal Project Notifications

• Customer Viewed Payment Link — the customer opened the payment link and did not finish paying within 15 minutes
• Payment Authorized — the customer authorised a payment

Internal Admin Notifications

• Payments Processed Digest (Daily) — a summary of payments that reached your bank account that day. It is sent only on days when money arrives.
• Payment Action Roundup (Weekly) — the week’s payment activity, including payment requests that still need attention
• Direct Payment Notification — shown when your organisation accepts direct bank or ACH payments. Sent when a customer confirms one of those payments.