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How to adjust Notifications in vcita

Take control of your communication preferences by learning how to manage and disable email notifications for staff and clients.

Notifications keep you updated on essential system alerts and client activities, allowing you to manage your business more efficiently. You can receive alerts for due invoices, new bookings, or sent marketing campaigns even when you are not actively using the app. This ensures you stay productive while remaining informed of important events requiring your attention.

Notification Types

There are two primary categories of alerts:

  • System Notifications: Automated alerts generated by the platform regarding specific business events, such as overdue payments, appointments awaiting approval, or scheduled announcements.
  • Client Activity Updates: Notifications triggered by client interactions, including new inquiries, appointment requests, messages, or document approvals.

The Notification Pane

System notifications appear in the notification pane, accessed via the bell icon in the top header. This pane displays a chronological list of alerts from the last 30 days. Opening the pane clears the new notification badge.

In the top section of the notification pane, you can:

  • Mark all as read: Clear unread indicators from all alerts.
  • Show Only Unread: Filter the list to display only unread notifications.
  • Open notification settings: Customize your preferences and delivery channels.

Notification Layout

Each alert contains the following details:

  • Notification title: The subject of the alert.
  • Notification Description: Specific details, including the client name where applicable.
  • Read / Unread indication: A visual marker for unviewed alerts.
  • Time: When the notification was generated.

Click any notification to view more details or take action. A badge on the bell icon indicates the number of new, unread notifications.

Notification Channels

Alerts can be delivered through several channels, though availability depends on the notification type:

  • Notification pane (In-app): A message in the notification pane marked by a badge on the bell icon.
  • Inbox (In-app): A message sent to the platform inbox, indicated by a badge on the Inbox navigation menu item.
  • Mobile push: Alerts sent to the staff member's mobile device via the app.
  • Email: Notifications sent to the staff member's registered email address.
  • SMS: Text messages sent to the registered mobile number. SMS is disabled by default.

Manage Your Notifications

Customize your preferences through the Staff settings page or the Cog icon in the notification pane.

To manage your personal notifications:

  1. Log in to the platform.
  2. Navigate to the Settings menu.
  3. Click on Notifications.
  4. Select your preferred channels (Email, Mobile Push, In-App, or SMS) across two tabs:
    • System notifications: Covers Payments, Scheduling, and Marketing.
    • Client activity updates: Covers Payments, Scheduling, Reviews, Messages, and Documents.
  5. Uncheck boxes for notifications you wish to disable.
  6. Click Save.

Access Notification Settings for Staff

Notification preferences are set individually. To modify settings for another user, an admin must log in as that staff member.

  1. Open the platform and go to Settings.
  2. Select Staff.
  3. Click the more options icon next to the staff member.
  4. Select Log in as.
  5. Click the notification bell icon at the top, then click the settings icon.
  6. Select your preferred channels (Email, Mobile Push, In-App, or SMS) across two tabs:
    • System notifications: Covers Payments, Scheduling, and Marketing.
    • Client activity updates: Covers Payments, Scheduling, Reviews, Messages, and Documents.
  7. Uncheck boxes for notifications you wish to disable.
  8. Click Save.
Note: Admin or Manager permissions are required to access other staff members' settings.

Troubleshooting

  • Grayed out checkboxes: Certain notifications are mandatory for security or billing and cannot be unchecked.
  • Settings not updating: Ensure you click Save after modifying preferences.
  • Missing notifications icon: Verify you are logged in as the correct user.

Frequently Asked Questions

Q: Why can I not uncheck certain notification boxes?

The platform requires specific notifications for security, billing, or essential account updates, so these checkboxes remain mandatory and cannot be cleared.

Q: What delivery methods can I choose for my notifications?

You can choose to receive notifications via Email, Mobile Push, In-App, or SMS depending on your preferences and the options available for that notification type.

Q: How do I see my recent notification history?

Click the bell icon in the top header to open the notification pane, which displays alerts from the last 30 days in chronological order.

Q: Can I manage notifications for my team members?

Yes, if you have Admin or Manager permissions, you can use the Log in as feature in the Staff settings to adjust their notification preferences.

Q: What is the difference between System notifications and Client activity updates?

System notifications cover internal platform actions like marketing and scheduling, while Client activity updates track interactions like new messages, reviews, or document uploads.

Q: Can I receive notifications on my mobile phone?

Yes, you can enable Mobile Push notifications through the settings menu or receive SMS alerts if your plan supports it and the feature is enabled.

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