How Fluid email notifications work
Fluid sends email notifications for assignments, approval requests, mentions, reminders, project and board events, report deliveries, and system emails such as login PINs. (Fluid also posts in-app messages alongside many of these emails; those are outside the scope of this guide.)
Email notification behaviour is controlled at three levels: by each user, by administrators for the whole tenant, and on individual boards, meetings and reports. This guide lists what can be changed at each level — and what cannot be changed at all.
1. Settings every user controls
Open your Account Settings (click your avatar at the top right and choose Settings). Two email notification settings are available; User Administrators can also set them on your behalf on the User Management page, individually or via bulk edit.
Opt In for Email Notifications
This is the master email switch for your account. Set to No, Fluid stops emailing you assignment notifications, approval requests, mentions, reminders, project notifications, report links — everything sent through the standard notification pipeline. In-app bot messages continue, so you still see updates inside Fluid.
Exceptions that are always delivered (even when opted out): one-time login PINs and magic links, password reset emails, account sign-up verification, account-security emails, and timesheet reminder/approval emails (these are compliance emails). There is no unsubscribe link in Fluid emails — this setting is the way to opt out.
Whether new accounts start opted in or out is a tenant default ("Opt In for Email Notifications by Default") that your administrator controls.
Email Reminder Frequency
Controls how often you receive the Open Actions Reminder digest summarising your open, overdue and approval items. Options: Never, Daily, Weekly, Monthly (default Weekly). The daily cycle runs each morning, the weekly cycle on Monday morning, and the monthly cycle on the 1st — reminders are never sent at weekends. This dropdown is only visible while you are opted in to email notifications.
Note: this frequency applies only to the Open Actions Reminder digest. Event-driven emails (assignments, approvals, mentions, etc.) are sent as the events happen.
2. Tenant-level switches (administrators)
The following feature flags control whole categories of notifications for everyone in the tenant. Flags available on the Setup Project Features page (Config → Project Settings Options) can be changed by an App Admin or Project Admin; all others are set by your Fluid CSM on request.
Master switches
Setting | What it controls | Default | Configured by |
|---|---|---|---|
Allow Sending Outbound Emails | Global on/off for every email Fluid sends. If off, no email of any type is delivered. | On | CSM |
Allow Outbound Emails to Unlicensed Users | Extends email delivery to people without an active Fluid licence. | On | CSM |
Actions & reminders
Setting | What it controls | Default | Configured by |
|---|---|---|---|
Allow Action Reminder Alerts | The personal Open Actions Reminder digests (daily/weekly/monthly, per each user's frequency setting). | On | CSM |
Send Reminder for Overdue Actions | Daily overdue meeting-action reminders and the "don't forget to conclude your meeting" nudges. | On | CSM |
Send People Mentioned in Chat Email Notifications | Email digests for chat @mentions (batched every few minutes). | On | CSM |
Opt In for Email Notifications by Default | Whether newly created users start opted in to email notifications. | On | CSM |
Projects & governance
Setting | What it controls | Default | Configured by |
|---|---|---|---|
Send Project Milestone Notifications | Emails to project managers (and editors) when a milestone changes status. | Configurable | App Admin / Project Admin |
Send Project Status change Notifications | Emails to PMs/editors when the project status changes. | Configurable | App Admin / Project Admin |
Send Project PM change Notifications | Emails to PMs/editors when the primary project manager changes. | Configurable | App Admin / Project Admin |
Send Project Link/Unlink Change Notifications | Emails to PMs/admins when project links are created or removed. | Configurable | App Admin / Project Admin |
Allow Editor Notifications | Includes project editors (not just PMs) as recipients of project notifications. | On | App Admin / Project Admin |
Send Impact Acknowledgments to Owners | Creates acknowledgement requests for owners of CRAID items (risks, issues, dependencies). | On | App Admin / Project Admin |
Send Status Report Actions RAG Owners | Notifies component RAG owners when action is required to return a component to green. | Configurable | App Admin / Project Admin |
Meetings & reports
Setting | What it controls | Default | Configured by |
|---|---|---|---|
Allow Calendar Invites | Whether meeting agendas go out with calendar invitations by email. | On | CSM |
Show Scheduled Reports | Enables the scheduled-report module and therefore scheduled report delivery emails. | Off | CSM |
Disable Spanish Timesheet Emails | Turns off the Spanish-language variants of timesheet emails. | Off | CSM |
3. Configured in specific modules (boards, meetings, timesheets, reports)
Some notifications are switched on or off by a setting on the individual board or meeting, or on a module configuration page; others have no setting and are always sent by default. Each item below states which it is, and the exact name of the controlling property where one exists.
Boards (board settings → column configuration)
Notification | Setting or default? | Controlling property |
|---|---|---|
Column owner alert email when a card enters a column | Setting — sent only when the column has owners. Clear the owners to stop the alerts. | Owners (per column) — "Specifies the individuals responsible for overseeing the tasks within this column" |
Approval instead of the column owner email | Setting — when enabled, owners receive a decision/approval to action instead of the notification email. | Create Approvals (per column) |
New work request email to board owners | No setting — sent by default on any board that accepts work requests. | None (follows from the board's Public Request configuration) |
Closed work request email to the requester | No setting — sent by default when the request card is moved to a closed status. | None |
Meetings (chosen in the Conclude Session dialog)
When a facilitator concludes a session, the dialog presents four toggles. These are per-session choices, not saved settings:
Notification | Setting or default? | Controlling toggle (Conclude Session dialog) |
|---|---|---|
Assigned actions/decisions emailed to attendees | Setting — toggle, on by default. | "Would you like to notify them now?" (attendees) |
Assigned actions/decisions emailed to guests | Setting — toggle, off by default. | "Would you like to notify them now?" (guests) |
Minutes distributed to attendees | Setting — toggle, on by default; template and "Send as pdf?" can also be chosen. | "Would you like to automatically distribute the meeting minutes to all attendees?" |
Minutes distributed to guests | Setting — toggle, off by default. | "Would you like to automatically distribute the meeting minutes to all guests?" |
Agenda & calendar invite when the agenda is sent | No per-meeting setting — sending the agenda emails the attendees, with a calendar invitation if the tenant-level "Allow Calendar Invites" flag is on. | None |
Being added to a meeting (role confirmation email) | No setting — sent by default when someone is added as owner, member or facilitator. | None |
Timesheets (Timesheet → Configure, "Instructions & Reminders" — Timesheet Administrators only)
Timesheet reminder emails are configured by Timesheet Administrators on the Timesheet Configuration page (Timesheet Admin → Configure). These settings apply tenant-wide. Note that timesheet emails are delivered even to users who have opted out of email notifications.
Notification | Setting or default? | Controlling property (Timesheet Configuration page) |
|---|---|---|
Current-week submission reminder to resources | Setting — toggle. When on, a deadline field appears. | Current week Timesheet Reminder Enabled, with Current week Timesheet submission deadline (days before/after the timesheet end date) |
Previous-week submission reminder to resources | Setting — toggle, with its own deadline. | Previous week Timesheet Reminder Enabled, with Previous week Timesheet submission deadline |
Approval reminder to managers with outstanding timesheets | Setting — toggle, with its own deadline. | Approval Reminder Enabled, with Timesheet approval deadline (days before/after the end of the timesheet period) |
Late timesheet reminders to managers (delinquency emails) | On demand — a Timesheet Administrator triggers these manually from the Timesheet Admin page. | "Send late timesheet reminder emails to managers" action |
Reminder to an individual resource | On demand — sent per person from the compliance dashboards. | "Send Timesheet Reminders" button on the compliance views |
Timesheet amendment notices | No setting — sent by default when an approved timesheet is amended. | None |
Scheduled reports & report links
Notification | Setting or default? | Controlling property |
|---|---|---|
Scheduled report delivery emails | Setting — the schedule itself is the setting: the report owner chooses recipients and cadence. Delete or pause the schedule to stop the emails. | The report's schedule (Reporting module; requires the "Show Scheduled Reports" flag) |
Emailed download link for large exports | No setting — sent by default when an export is too large to download directly. | None |
Chat & mentions
Notification | Setting or default? | Controlling property |
|---|---|---|
Comment notifications on items you're involved with (assignee, owner, meeting owner/facilitator, project PM/editor, board/team member) | No setting — sent by default; they follow from your membership/role on the item. Leaving the item or role is the only way to stop them. | None (personal "Opt In for Email Notifications" still applies to the email copy) |
@mention emails | No per-user setting — sent by default (batched into digests). Can only be disabled tenant-wide via "Send People Mentioned in Chat Email Notifications". | None at user level |
Meeting chat and team-space comments | Never emailed — in-app only, by design. | None |
4. What cannot be configured today
Emails contain no unsubscribe link; opting out is done in Account Settings (or by a User Administrator).
Security emails (one-time PIN, password reset, sign-up verification, account locked) and timesheet compliance emails cannot be switched off by the user.
Email templates are built into the product and are not editable from the Administration Console.