Email Notifications

ProBeya sends email notifications to keep team members informed about events that require their attention. Notifications are triggered by in-app events (task assignments, comments, escalations) and delivered via email alongside in-app notification badges.

Notification Events

The following events generate notifications:

Assignment Notifications

Event	Recipients	Description
Task assigned	Assignee	You were assigned to an item or action
Task reassigned	New assignee	An item or action was reassigned to you
KPI owner set	KPI owner	You were set as the responsible person for a KPI

Status Change Notifications

Event	Recipients	Description
Status changed	Assignee, watchers	An item's status changed (e.g., "In Progress" to "Done")
KPI threshold breach	KPI owner, board admins	A KPI value crossed a red or amber threshold
Action overdue	Assignee, board admins	An action has passed its due date without completion

Collaboration Notifications

Event	Recipients	Description
New comment	Assignee, previous commenters	A new comment was posted on an item you are involved with
Mention	Mentioned user	Someone mentioned you in a comment using @username
Form submission	Form owner	A new response was submitted to your form

Escalation Notifications

Event	Recipients	Description
Approaching escalation	Action assignee	An overdue action is approaching the escalation threshold
Auto-escalation	Rule's notify users, assignee	An action was automatically escalated to a higher TIER
Manual escalation	Target tier participants, assignee	An action was manually escalated by a manager
De-escalation	Lower tier participants, assignee	An action was de-escalated after resolution

Report Notifications

Event	Recipients	Description
Scheduled report ready	Schedule recipients	A scheduled PDF report has been generated and is ready for download

Notification Channels

Each notification event can be delivered through multiple channels:

Channel	Description	Delivery
In-app	Badge on the notification bell icon + notification panel entry	Instant
Email	HTML email with action links	Near-instant (via Resend)
Push	Browser push notification (for critical events)	Instant

The in-app notification is always created. Email and push delivery depend on the user's notification preferences.

Notification Preferences

Each user can configure which notification events they want to receive via email. Preferences are accessed from the user profile or notification panel settings.

Configuring Preferences

1. Click the notification bell icon in the top navigation bar.
2. Click the gear icon to open notification settings.
3. Toggle individual event types on/off for email delivery.
4. Click Save Preferences.

Alternatively:

1. Go to Settings > Notifications.
2. Configure preferences for each event category.

Default Settings

By default, all notification types are enabled for email delivery. Users can opt out of non-critical notifications while keeping essential ones (like escalation alerts and threshold breaches) active.

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For team leads who receive many notifications, consider disabling email for low-priority events (new comments, status changes) and relying on the in-app notification panel for those. Keep email enabled for escalations and KPI breaches that require immediate attention.

Email Template Structure

All notification emails follow a consistent template:

┌─────────────────────────────────────┐
│  ProBeya Logo                       │
├─────────────────────────────────────┤
│                                     │
│  Notification Title                 │
│                                     │
│  Context message explaining the     │
│  event that occurred.               │
│                                     │
│  [View in ProBeya]  ← action link   │
│                                     │
├─────────────────────────────────────┤
│  Footer: Unsubscribe link           │
│  Organization name                  │
└─────────────────────────────────────┘

Email Elements

• Title — Short summary of the event (e.g., "You were assigned to an item")
• Context — Longer description with details (actor name, item name, board name)
• Action Link — Deep link directly to the relevant page in ProBeya
• Unsubscribe — One-click link to disable email for this notification type

Daily Digest

Instead of receiving individual emails for every event, users can opt into a daily digest that consolidates all notifications from the past 24 hours into a single summary email.

Digest Contents

The daily digest email includes:

• Summary counts — Number of new assignments, comments, status changes
• Overdue actions — List of actions past their due date
• KPI alerts — KPIs that breached thresholds in the last 24 hours
• Recent activity — Condensed timeline of notable events

Digest Schedule

The daily digest is generated by the daily digest cron job:

# Runs daily at 06:00 UTC
0 6 * * * curl -s -X POST https://demo.probeya.com/api/cron/daily-digest \
  -H "x-cron-secret: $CRON_SECRET"

Enabling Digest Mode

1. Go to Settings > Notifications.
2. Toggle Daily Digest to enabled.
3. When digest mode is active, individual event emails are suppressed and replaced by the consolidated daily summary.

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Critical notifications (escalation alerts, security events) are always delivered immediately regardless of digest mode settings.

In-App Notification Panel

The notification panel provides a real-time feed of all notifications:

• Bell icon badge — Shows the count of unread notifications
• Notification list — Scrollable list of notifications, newest first
• Mark as read — Click a notification to mark it as read and navigate to the related entity
• Mark all as read — Clear the unread count for all notifications
• Pagination — Cursor-based infinite scroll for loading older notifications

Notification Lifecycle

1. Created — Notification is inserted when the triggering event occurs (fire-and-forget pattern)
2. Delivered — In-app notification appears immediately; email is queued for delivery
3. Read — User clicks the notification or uses "Mark as Read"
4. Retained — Notifications are retained in the database for historical reference

Technical Details

Fire-and-Forget Pattern

Notification creation uses a fire-and-forget pattern: the notification insert is executed asynchronously and does not block the primary mutation (item update, comment create). If the notification insert fails, it is logged but does not cause the parent operation to fail.

This design ensures that notification delivery issues never prevent users from completing their primary work.

Email Provider

ProBeya uses Resend for transactional email delivery. The RESEND_API_KEY environment variable must be configured for email notifications to work.

Permissions

Action	Required Role
View own notifications	Any authenticated user
Configure notification preferences	Any authenticated user
Receive notifications	Any authenticated user
Configure organization-wide notification settings	Organization admin

Related Features

• Escalation Engine — Escalation events generate targeted notifications
• KPI Boards — KPI threshold breaches trigger alert notifications
• Action Log — Action assignments and status changes generate notifications
• Reports & Export — Scheduled report delivery uses the email system