What is on the tab
The card is headed Notification Preferences — “Choose which in-app and email notifications your clinic receives. Essential emails (receipts, security, and billing alerts) always send.”The master switch
Email notifications — “Master switch for all clinic emails. Turn off to pause non-essential email.” Turning this off pauses workspace email without touching any of the category switches, so you can turn it back on and get your previous settings back exactly as they were.The categories
You will not see every row. The list adapts to your edition — a category for something your workspace does not do is not offered, because a switch that governs nothing is worse than no switch. Your stored settings are not touched by this; a hidden category keeps whatever it was set to.
System cannot be switched off. Its switch is fixed on, and the tab says so: “System notifications cannot be disabled as they contain important updates about your clinic.”
Turn something off
1
Open Settings and select Notifications
On a phone, choose it from the dropdown at the top.
2
Flip the switch you want
Each switch saves on its own the moment you change it — there is no Save button. You get Notifications enabled or Notifications muted as confirmation, naming the category you changed.
3
To pause everything at once, use the master switch instead
Email notifications at the top. Muting categories one by one and turning them back on later is more work than flipping the master switch twice.
Four places, four different recipients
This is the part worth reading twice. There are four preference stores, and each one owns a different recipient. Changing the wrong one looks like a setting that does not work.
So: an owner who is still getting mail after muting a category here is probably receiving it as a person, not as the workspace — that one is in your account settings. And a patient still getting appointment reminders is set on their own record, not here.
What a notice tells you — and what it leaves out
Notices in the bell and in the daily summary email are seen by everyone on your team, so they never name a patient or repeat what a patient wrote. They say what happened — “A client sent a secure message. Open it to read.”, “A new client was registered.”, “A recipient signed “Consent for treatment”.” — and selecting one opens the place where you can see who it was.- A new message from a client opens Secure Messages straight into that conversation. If you cannot open that client’s messages, you see “Could not open the conversation” instead.
- A new client, a registration request or an upload opens your client list.
- A signed or declined document opens the signing request, which shows who signed.
Who sees which notice
A notice is either for the whole team or for one person.
A notice addressed to one person is not shown to anyone else — owners and managers included — and only that person can mark it read. So a colleague clearing their own bell never clears yours, and an owner does not see the form a manager was asked to review. The owner’s daily summary email follows the same rule: it lists workspace notices and the owner’s own, never one addressed to a colleague.
A notice for the whole team has one read mark, shared by everyone. When anyone on your team selects it in the bell or selects Mark all read, it shows as read for the whole team — including people who have not seen it yet. A notice addressed to you is marked read only by you.
The email about a new client message
When a client writes through the portal, the email your practice receives is headed New patient message (or Reminder: unread patient message after 30 minutes). It does not say who wrote or quote what they said — that email can land in a shared inbox or on a lock screen. Select Open conversation to read the message; you need to be signed in, and you need to be allowed to see that client’s messages.Notices from your AI agents
An agent that alerts your team picks a reason — for example Callback requested or Clinical question for the care team — and the notice’s wording comes from that reason. It can add a short note, but a note containing a name, an email address, a phone number, a date or a record number is refused rather than sent. The check catches what the agent already knows about the person and anything shaped like a contact detail or a number; it cannot recognise every way of describing someone, which is why the note is short and the notice links to the record instead.Reminders during Out of Office
When you add an Out of Office block, its Pause automated reminders section decides which reminders wait until you’re back. Every category is paused unless you switch it off:
A block for the whole clinic or all staff pauses every reminder in a category. A block for one person pauses only the reminders that belong to that person, and a block for a room or piece of equipment pauses only those tied to it.
Patient check-in is never paused. Documents a patient fills in at check-in, and the notice that tells a provider their patient has arrived, still go straight away.
When you’re back
Nothing is lost and nothing is sent twice. Shortly after the block ends — or as soon as you end it early or delete it — each paused message goes out on its own, a few minutes apart for anyone with more than one, between 8 AM and 8 PM in your clinic’s time zone. A refill reminder whose day has already passed still goes, because a late reminder is still useful. A paused message is skipped instead when it no longer matters: the appointment was cancelled or has already started, the invoice was paid, the form was answered, or the task was completed.Transactional email is never affected
Receipts, password resets, sign-in and security alerts, and billing alerts about your own subscription send regardless of every switch on this page and every switch in your account. They are not marketing and they are not optional — they are the record of something that happened to your account or your money. If you are trying to stop one of those arriving, the answer is to change the address it goes to, not to mute a category.Check it worked
- The switch you moved holds its position after a page reload.
- You saw the Notifications muted or Notifications enabled confirmation naming the right category.
- The System switch is on and cannot be moved — that is correct, not a fault.
- A test of the thing you muted (book a test appointment, raise a test invoice) produces no email to the workspace.
If something goes wrong
I muted a category and I am still getting the emails
I muted a category and I am still getting the emails
Check which of the four stores owns that recipient, using the table above. Mail to you as a person is governed by your notification settings, not by this tab.
Nobody is getting any workspace email at all
Nobody is getting any workspace email at all
The Email notifications master switch is off. Turn it back on — your category settings are exactly as you left them.
A category I was told about is not in the list
A category I was told about is not in the list
It does not apply to your edition, so it is not offered. See The three editions.
The System switch will not move
The System switch will not move
It is not meant to. System notices carry important updates about your workspace and cannot be disabled.
A patient is still getting appointment reminders
A patient is still getting appointment reminders
Patient-directed mail is set on the patient’s own record, not here. Open their record and change their notification preferences.
The switch flipped back by itself
The switch flipped back by itself
The change failed to save and was rolled back — you will have seen an error message. Check your connection and try again.
Related
Your own notification settings
Email to you as a person, across every workspace.
Account security
Sign-in alerts and the mail you cannot switch off.