Admin Settings: Notifications

🎯 Who this article is for: This article is for admins.

🔒 Permissions: Admin access is required to view and configure the Notifications tab.

💼 Package requirements: Configuring platform-wide email notifications is available to all packages.

1. Overview

Getting the right information to the right people is straightforward when you control exactly how Happeo communicates with your team. The Notifications tab in Admin Settings puts you in control: you decide whether emails are sent, when digest emails arrive, and exactly what they contain. With a few clear settings, you can keep employees consistently informed and decide how much flexibility individual users have over their own preferences. 

2. Use Cases

• Keep new hires informed from day one: Digest emails are on by default, so new employees automatically receive a summary of recent announcements and articles from the moment they join. They stay up to date without any manual setup, and without needing to interrupt a colleague to ask what they have missed.
• Keep less active users informed: Not every employee logs into Happeo regularly, but that does not mean they should miss important updates. Keeping digest emails on ensures that announcements, policy changes, and key articles reach everyone consistently, even employees who are not in the habit of checking the intranet on their own.
• Keep the digest relevant in high-activity organizations: For organizations where Happeo sees active use across multiple teams, the digest content filters give admins precise control over what each summary contains. Filtering to announcements only and showing unread content means every digest feels curated, timely, and worth opening.

3. Before You Begin

• You must be an admin to access and configure notification settings.
• Email Sending and Email Digest are two independent controls. Changing one does not affect the other.
• ⚠️ Important: When either setting is set to Force OFF for all users, the corresponding toggle in each user's User Settings becomes greyed out. Users will not be able to turn it on or off themselves.
• 🗒️ Note: Turning off Email Sending disables all emails from Happeo, not just notification-type emails. This includes channel invitations, inviting external users to join, and admin alerts. If you only need to manage digest emails, use the Email Digest control instead.
• Both email sending and digest emails are on by default for all users.

4. How to Configure Notifications

Email Sending

Email Sending controls whether any emails from Happeo are delivered across your organization. It is the org-wide control for all email communication.

1. Click your avatar at the top of your intranet’s main navigation.
2. Go to Admin Settings → Notifications.
3. Under Email Sending, select one of the following options:
   • Force ON for all users: All users receive emails from Happeo. Users cannot change this in their own settings.
   • Force OFF for all users: Stops all standard Happeo emails, including notifications, channel invitations, and admin alerts. Digest emails are controlled separately and must also be turned off under Email Digest. Users cannot change this in their own settings.
   • Let users turn their own settings ON or OFF: Users manage this preference themselves in User Settings. Emails are on by default.

⚠️ Important: Email Sending and Email Digest are independent. Turning off Email Sending does not stop digest emails. To stop all outgoing emails from Happeo entirely, set both Email Sending and Email Digest to Force OFF for all users.

Email Digest

Email Digest consolidates updates into a single summary email, delivered on a schedule you define.

1. Click your avatar at the top of your intranet’s main navigation.
2. Go to Admin Settings → Notifications.
3. Under Email Digest, select your preferred option:
   • Force ON for all users: All users receive digest emails. Users cannot change this.
   • Force OFF for all users: No digest emails are sent. The toggle is greyed out in each user's User Settings.
   • Let users turn their own settings ON or OFF: Users manage this themselves in User Settings. Digest emails are on by default.
4. Set the Hour (24-hour format, e.g. 14:00 for 2:00 PM), the Timezone, and the Frequency: daily, weekly (Mondays), or monthly (1st of the month).
5. Select the content types to include: Announcements, Articles, Posts, and/or Comments. Any combination is valid.
6. Choose unread content only or both read and unread content.

🗒️ Note: The weekly and monthly digest values are fixed and cannot be changed.

5. Best Practices

Getting the most out of your notification settings means matching them to how your organization actually communicates. The adjustments below are small but make a real difference over time.

• Align the digest frequency with your communication rhythm: Match the frequency to how often your organization shares updates. If announcements tend to land at the start of the week, weekly works well and ensures employees see recent content while it is still timely. If updates are spread across the week, daily keeps everyone consistently in the loop.
• Find a send time that works across time zones: If your organization spans multiple time zones, a well-timed digest can reach everyone during their working day. Late morning US Eastern time, for example, typically still falls within working hours for EU employees, so no one opens their inbox to find it buried under overnight emails.
• Communicate with your team before applying Force settings: If you switch to Force ON or Force OFF, employees may notice their User Settings toggle has changed or is now greyed out. A quick announcement post explaining the change prevents confusion and shows the intranet is being actively and thoughtfully maintained.

6. Frequently Asked Questions

What is the default notification state for users who have not set their own preferences?

Both email sending and digest emails are on by default for all users. If you have selected "Let users choose," users who have not adjusted their preferences in User Settings will have both enabled until they manually change them.

Can individual users adjust the digest schedule? 

No. The digest schedule (send time, timezone, and frequency) is set by admins and applies to the whole organization. Users can only decide whether they receive the digest at all, not when it arrives or what it contains.

Can I customize the appearance of digest emails to match our branding? 

Yes. Digest emails use the email branding settings configured in the Branding section of Admin Settings, where you can customize colors, logos, and layout to keep digest emails consistent with your organization's brand. 

What if I need certain channels to reach users immediately, without waiting for the digest? 

Individual channels can be configured to force high notifications, which alerts users right away regardless of their digest schedule. You can set this from the Channels section of Admin Settings.