Choosing who gets the office texts and emails

In this article, you'll learn how to choose which phone numbers and email addresses get the office's alert texts and emails. It's useful when you want a manager or your front desk to hear about things like missed calls or voicemails, not just you.

There are two company-wide lists, one for texts and one for emails. Every event with Text or Email ticked on the Notifications page goes to everyone on the matching list. The chat widget, online booking, voicemail, on-my-way and document pages use the same two lists, so a change in one place is a change everywhere.

Note: On the free CRM there's no Text column and no list of numbers, because the free CRM doesn't send texts. You'll see Email only, and the list is called Who gets the emails.

To open the lists on the web:

  1. Click the gear at the bottom of the menu to open Settings.
  2. Under General, click Notifications.
The Notifications grid. The Text and Email headings open the lists
The Notifications grid. The Text and Email headings open the lists

Add someone to the texts or emails

On the Notifications grid, the Text and Email column headings are links. Under each one you'll see who gets them now: one number or address, a count like "3 numbers" or "2 addresses", or "owner:" and the owner's number or email when the list is empty.

  1. Click the Text heading to open Who gets the texts, or the Email heading to open Who gets the emails.
  2. Type a phone number or email address in the box.
  3. Click Add (or press Enter). You can add as many as you like.
  4. Click Save.
Adding a number to the office texts

A phone number needs at least 10 digits. If it's too short, or the email address isn't valid, you'll see "Enter a 10-digit number" or "Enter a valid email address" and nothing is added.

Note: Nothing changes until you click Save. Click Cancel (or press Esc) to close without saving.

Remove someone

  1. Click the Text or Email heading.
  2. Click Remove next to the number or address.
  3. Click Save.

When a list is empty

While a list is empty, those alerts go to the owner. The box shows "Owner only" with the owner's number or email, so you can see where they're going. If you remove everyone, the alerts go back to the owner.

Tip: A missed call or voicemail on a number that forwards somewhere always reaches the phone it forwards to as well, whoever is on these lists.

Who can change the lists

Only an admin, or someone whose role has the Notifications permission, sees the Notifications page in Settings and can change these lists or tick the Text and Email boxes. If you can open a list but there's no Add, Remove or Save, just Close, your role can only view it.

On the phone app

The same lists sit at the top of the app's Notifications screen. The web CRM opened on a phone works the same way.

To open the lists on the app:

  1. Open the menu and tap the gear at the bottom.
  2. Under General, tap Notifications.
  3. The Who gets the texts and emails card is at the top, with Texts go to and Emails go to.

To add someone, type a number or email address in the box under the list and tap Add. To take someone off, tap Remove next to them.

Note: On the phone there's no Save button. Each Add and Remove saves straight away.

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