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🔔 Notifications in Allfred – Full Guide for Admins and Users

Here’s how you can set up workspace notifications to ensure you’re always informed about important tasks, projects or finances updates.

Alexandra Gallisová avatar
Written by Alexandra Gallisová
Updated today

Notification settings are managed centrally by Admins. This ensures that workspace notification preferences are managed centrally, keeping everyone aligned and informed according to their roles and responsibilities.

In general, there are 4 notification areas + threshold option:

  1. Task Notifications: Choose to be notified about new tasks assigned to you, comments, tags, attachments, changes in priority, deadlines approaching, or any deadline amendments.

  2. Project Notifications: Set alerts for exceeding budgets, time tracking overages on tasks, and nearing billing days.

  3. Budget Notifications: Be notified about budget creation, internal approval or client approval on Quotes.

  4. Finance Notifications: Be informed about requests requiring approval and receive summaries.

  5. Thresholds: For critical alerts like budget exceedances, you can define thresholds. Once a project reaches this predefined budget limit, a notification will be sent.

How to access notifications:

  • Click on your profile icon (top right corner) - only for admins

  • Go to Settings → Notifications

For each type of notification, you can set your preferences:

  • In-app Notifications: These alerts will show up within your Allfred workspace.

  • Email Notifications: Get updates directly to your inbox.

  • Both: Choose this option to receive notifications both in-app and via email.

  • Turned Off: If you prefer not to be notified for certain actions, select this option.

How can I turn off/mute my notifications?

Regular users cannot manage the notification logic or decide who gets notified.
However, they can mute email alerts if they don’t want to receive notifications by email.

To mute email notifications:

  • Click on your profile icon → Notification preferences

  • Uncheck the Email option for any notification type you wish to mute

💡 Tip:

If users want to block or filter certain emails, we recommend setting up custom email rules (in Gmail, Outlook, etc.) to sort or silence notifications based on subject lines.


📝 Task-related Notifications

Notification

Description

Who will be notified

Task assigned to user

Notification when a task is assigned to a user.

All assignees who were added to the task

New task comment – Task creator notification

Notification when a new comment is added to a task.

Task creator

New task comment – Task assignees notification

Notification when a new comment is added to a task.

All assignees of the respective task

New task comment – Project manager notification

Notification when a new comment is added to a task.

All project managers of the respective project

New mention in task comment

Notification when someone is mentioned in a task comment.

All mentioned users

New mention in task description

Notification when someone is mentioned in the task description.

All mentioned users

Task priority changed - Task Creator

Notification when a task priority is updated.

Task creator

Task Priority Changed – Task Assignee

Notification when a task priority is updated.

Task assignee

Task Priority Changed – Project owner

Notification when a task priority is updated.

Project owner

Task status changed – Task creator notification

Notification when a task status is changed.

Task creator

Task status changed – Task assignees notification

Notification when a task status is changed.

All assignees of the respective task

Task status changed – Project manager notification

Notification when a task status is changed.

All project managers of the respective project

New task attachment - Task Creator

Notification when a new attachment is added to a task.

Task creator

Task Attachment Added – Task Assignee

Notification when a new attachment is added to a task.

Task assignee

Task Attachment Added – Project owner

Notification when a new attachment is added to a task.

Project owner

Task deadline approaching

Notification when a task deadline is approaching and falls below a set threshold of hours.

Task assignees, task creator and all project managers of the project

Task time spent over threshold

Notification when tracked time exceeds the set threshold for the task.

All project managers of the respective project


📁 Project-related Notifications

Notification

Description

Who will be notified

Work spent in budget item exceeded threshold (First alert)

Notification when the work spent on a budget item exceeds a set threshold percentage.

Project manager of the given project

Work spent in budget item exceeded threshold (Second alert)

Notification when the work spent on a budget item exceeds a set threshold percentage.

Project manager of the given project

Work spent in zero budget project exceeded threshold

Notification when tracked work exceeds a threshold in a project with no set budget.

Project managers of the project, teamleader

Expenses in budget item exceeded assigned budget

Notification when recorded expenses exceed the assigned budget in a specific budget item.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Expenses in budget item exceeded threshold (Second alert)

Notification when recorded expenses in a budget item exceed the set threshold.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Not budgeted expenses exceeded threshold (First alert)

Notification when unbudgeted expenses in a project exceed the threshold.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Not budgeted expenses exceeded threshold (Second alert)

Notification when unbudgeted expenses in a project exceed the threshold.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Project budget exceeded (first alert)

Notification when total project budget exceeds the first threshold.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Project budget exceeded (second alert)

Notification when total project budget exceeds the second threshold.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Budget item time spent over threshold

Notification when time tracked on a budget item exceeds its threshold.

Project managers of the project

Work spent in unapproved project exceeded threshold

Notification when work exceeds a threshold in a project that has no approved budget.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Project can be marked finished

Notification that a project meets the criteria to be marked as finished (e.g., fully invoiced or 100% progress).

Project managers

Project created from Pipedrive

Notification that a new project was created via Pipedrive integration.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.


💰 Budget & Quote Notifications

Notification

Description

Who will be notified

Budget created

Notification when a new budget has been created.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Quote approved/rejected by client

Notification that a client has either approved or rejected a quote.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Budget is internally approved

A budget has been approved internally.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.


🏦 Finance Notifications

Notification

Description

Who will be notified

Upcoming billing date

Notification sent a set number of days before a project’s billing date to prompt invoice creation.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Expense item approval requested

Notification that an expense item is waiting for approval.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Expenses ready for approval – daily summary

Daily summary about expense items that are ready for final approval.

Finance roles (configurable)

Expense ready for approval

Notification that an expense is ready for approval.

The Admin can choose which roles will receive this notification. Available roles include:
Admin, CFO, Managing Director, Team Leader, Project Manager of the project, and User.

Invoices ready for approval

Daily summary about invoices awaiting approval for creation.

Finance roles (configurable)


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