Work order notifications keep building teams informed and responsive by delivering timely updates via email and push notifications to the mobile app and Dashboard. Notifications are triggered by key actions and status changes across the work order lifecycle, including when tenants make updates to work orders. Property teams have full control over which notifications are sent and when, and building engineers can track unread tenant activity directly from a dedicated Tenant Updates sidebar on the Dashboard. Notification preferences can be managed in two ways:
- Property-wide settings for all work orders
- Individual work group settings for work orders, maintenance tasks, and inspections
Note: if a user has their notifications turned off on their device, they will not receive push notes.
Summary of Default Notifications Received
- New In My Work Groups Notifications: By default, when a new work order is created, everyone in the work order group assigned to the work order receives an email and push note, unless a specific assignee is selected.
- Assignee (Engineer) Notifications: By default, engineers will receive an email and push note when each of the following occurs for a work order to which they are assigned: Status updates, Assignment updates, External notes added, Internal notes added, and Materials or Labor Added
- Tenant Notifications: By default, tenants will receive an email and push note when each of the following occurs for a work order that they have submitted: Status updates, Assignment updates, and External notes added
- Tenant Update Notifications: When tenants add notes, attachments, or make changes to a work order, Building Engineers and property teams will see badges and notifications indicating new tenant activity on both the mobile app and Dashboard.
Manage Notifications Property-Wide
Manage work order notifications at the property level for tenants and assignees.
- Navigate to the Notifications page under the Work Order Setup page.
- Manage your tenant and assignee notifications by checking and unchecking the updates for each category, including: manage default notifications when a note is added to a work order
- Click Save.
Notifications for Work Order Notes
- When adding a note to a work order, property and building teams have the option of overriding external notes and assignees. When adding a note to a work order, determine who is notified within the note form.
- Tenant Admins and Regular Users with work order access will not have the option to override default settings when they add notes to work orders.
- Assignees will get notified
- If no one is selected, no one will get notified
Notifications When A Tenant Updates a Work Order
When tenants make updates to a work order, Building Engineers and property teams are notified of new activity on both the mobile app and dashboard. Tenant update tracking is per user, meaning each team member manages their own unread status independently. One team member viewing an update does not mark it as read for others, so every user on the team maintains full visibility into tenant activity relevant to them regardless of actions taken by colleagues. Note that viewed status does not currently sync between mobile and the Dashboard, so updates marked as read on one platform will not automatically clear on the other.
The following tenant actions trigger a notification or badge:
- A note added by a tenant
- An attachment added by a tenant
- An edit to key work order details such as suite or floor
On Mobile
- A badge appears on work orders with unread tenant activity across all work order list views
- The badge clears automatically once the update is viewed
- The work order detail view highlights the tenant update at the top so engineers can quickly understand what has changed
On the Dashboard
The Dashboard includes a dedicated Tenant Updates page for Building Engineers and above, providing a centralized view of all work orders with unread tenant activity. The Tenant Updates page displays two counts to help users understand their outstanding activity at a glance:
Work orders assigned directly to you with unread tenant updates are shown in red
Work orders within your groups that have unread tenant updates are shown with a count in parentheses
Within the Tenant Updates page, three tabs organize work orders by relevance:
- Assigned to Me: work orders directly assigned to the logged-in user with unread tenant activity
- In My Groups: work orders within the user's work groups that have unread tenant activity
- All: all work orders visible to the user, regardless of assignment or group, that contain tenant updates
Each tab displays a summary of the most recent tenant update on each work order, including the type of update and when it occurred. Only the most recent update is displayed rather than a full history of tenant activity. When a work order is opened from the sidebar, the unread indicator clears for that user, and a banner at the top of the work order detail view highlights the tenant's name, the type of update, and a timestamp.