Notifications: email alerts and reminders

Set up Beebole email notifications for mentions and approval updates, choose instant, daily, or weekly delivery, and configure account-wide timesheet reminders.

Beebole’s notifications keep you informed about mentions and approval updates by email. Each person chooses which events to receive and how often — Instant, Daily, Weekly, or None. Administrators configure account-wide timesheet reminders and the email content people receive.

Notification preferences are personal. You set yours from your own profile, and they cascade down through tags the same way other settings do — so a default can be set once on the organization or a tag and inherited by everyone beneath it.

What you get notified about

Beebole sends notifications for a fixed set of events. You control each one independently in your Notifications preferences.

Event	What it covers
When you’re @mentioned	Someone @mentions you in a Journal message.
Items you manage are mentioned	A project, person, or other item you manage is mentioned.
Items assigned to you are mentioned	An item assigned to you is mentioned.
Approval updates	A timesheet you submitted is approved or rejected, or one is submitted for your approval.

How notifications reach you

Beebole delivers notifications by Email: they arrive in your inbox, approval emails include action buttons so you can approve or reject without opening Beebole, and you can reply to a Journal message straight from the email.

Email must be on to receive notifications. Turn it off and the per-event preferences are hidden, because there is nowhere to deliver them.

Choosing how often you’re notified

For each event, you pick how often Beebole emails you:

Frequency	What it does
Instant	Sends a notification as soon as the event happens.
Daily	Batches the day’s events into a single digest, sent at the hour you choose.
Weekly	Batches the week’s events into one digest, sent on the day and hour you choose.
None	Turns the event off entirely.

Daily and weekly digests reduce inbox volume by grouping events into one message instead of sending one email per event.

1. Open your Notifications preferences

   Open your own profile, then open the Notifications panel.

2. Enable email

   Tick Email. It must be on to configure events.

3. Set a frequency per event

   For each event, choose Instant, Daily, Weekly, or None. For Daily and Weekly you also pick the delivery hour, and for Weekly the day of the week.

Your preferences save automatically as you select them — there is no separate save step. To apply the same frequency to every event at once, hold the meta key (⌘ or Ctrl) while clicking a frequency.

When many alerts fire at once

Instant never floods your inbox. When more than three notifications of the same kind are waiting for you at the same moment — a whole team submitting their timesheets, for example — Beebole collapses them into one summary instead of one email each. The summary uses the same layout as a digest: it lists the first eight items of each kind, then a count of the rest, with a link to open Beebole.

If another burst of the same kind follows within the next 15 minutes, it is held and delivered as one further summary once that window closes, so a long-running import or a busy afternoon never turns into a stream of near-identical emails.

Summaries are built from the Digest email template, so any wording you customize there also applies to these bursts.

Timesheet reminders

Reminders are configured by administrators in Timesheet and Planning Settings, not in personal preferences. They prompt people to submit their timesheets and nudge approvers about pending work.

1. Open Timesheet and Planning Settings

   Open the organization, a tag, or a person, then open the Timesheet and Planning Settings panel and select the Reminders tab.

2. Remind people to submit

   Next to Remind to submit, choose Start of next period or End of current period, then set the hour the reminder is sent. Click the selected option again to turn it off.

3. Remind approvers

   Set Remind approvers after a number of days if not yet approved to chase pending approvals automatically.

Reminder settings save automatically and cascade like other timesheet settings — set them once on the organization and they apply everywhere, or override them on a tag or person.

Email templates

Administrators can customize the wording of the emails Beebole sends. Email templates live in the Email templates panel, where each email type has its own tab, including Sign Up, Sign In, Invite, Mention, Timesheet Submitted, Reminder, Approval Reminder, and Digest.

1. Open Email templates

   Open the organization, a tag, or a person, then open the Email templates panel.

2. Pick the email type

   Select the tab for the email you want to change.

3. Edit the content

   Edit the text in the editor. Insert the listed placeholders (for example, the recipient’s name or an action link) where you want Beebole to fill in real values.

Template edits save automatically as you type. To revert a customized email to Beebole’s built-in wording, choose Reset to default template. Templates inherit down through tags, so a custom template set higher up applies to everyone beneath it unless overridden.

Reliable delivery

Beebole delivers notifications through a background queue so a temporary network or service hiccup does not lose them. If a notification fails to send, Beebole retries it automatically up to three times before marking it as failed. No action is needed on your side — delayed notifications are redelivered once the issue clears.

Emails only go to people who actually belong to the organization — an active account or a still-valid invitation. Archived people are excluded, so departed team members never receive notifications about an account they left.

Related content

Journal

@Mentions, approval events, and reminders all appear in the Journal feed.

Approval

Approval updates and approver reminders are tied to the timesheet approval workflow.

Budget Status report

Where projects approaching or over their budget are flagged, with no setting to switch on.

Frequently asked questions

Can I turn off all notifications?

Yes. In your Notifications preferences in Beebole, turn Email off, or set every event to None. Either way you stop receiving notifications for those events.

What is the difference between instant and digest notifications?

In Beebole, Instant sends a notification the moment an event happens. Daily and Weekly instead batch events into a single digest sent at the hour — and, for weekly, the day — you choose. Digests cut down on inbox volume while still keeping you informed. Even with Instant, a burst of more than three alerts of the same kind arrives as one summary rather than one message each.

Who sets up timesheet reminders?

Administrators set timesheet reminders in Beebole’s Timesheet and Planning Settings panel, on the Reminders tab. Reminders prompt people to submit timesheets and chase approvers about pending work, and they cascade from the organization down through tags and people.

Can I respond to a notification by email?

Yes. Beebole’s approval emails include buttons to approve or reject a timesheet without opening Beebole. You can also reply to a Journal message email directly, and Beebole adds your reply to the right thread.