Alert levels
An alert level is a named set of rules attached to a task. It defines when to notify (days before due, on due date, overdue) and sends email to people tied to the assignment.
Where to find it
Section titled “Where to find it”Open Alerts in the app sidebar.
Attach to a task
Section titled “Attach to a task”- Create or edit a task
- Choose an alert level by clicking in the Alert Level field
- Create Task or, if editing an existing task, the updated alert level will save automatically.
Who receives alerts
Section titled “Who receives alerts”If a task has no specific assignees, alerts go to all active members of its assigned role. If specific people are assigned, only those active assignees receive alerts. Each person’s email notification preferences still apply. See Who receives what for the weekly digest comparison.
View alert levels
Section titled “View alert levels”- Open Alerts
- Browse system defaults and custom levels your workspace created
- Click a level to see its rules, colour, icon, and how many tasks use it
What a level contains
Section titled “What a level contains”Each level has:
- Name and optional description
- Colour and icon for recognition in the UI
- Rules: triggers such as 7 days before due, on due date, overdue with optional daily repeat
- Email channel: the only shipped channel today
Rules combine per level; the Alerts editor shows how they apply.
Edit a system level
Section titled “Edit a system level”- Open Alerts
- Select an alert level
- Add, delete or adjust rules. If editing a system default alert level you can Reset to defaults if needed
- Save
Create a custom level
Section titled “Create a custom level”- Open Alerts
- Click New Alert Level in the Alert Levels list on the left
- Input a name and optional description.
- You can set an icon and colour by clicking on the current icon next to the name
- You can edit or delete the default notification rules that are applied
- To add a rule click Add notification rule - add rows for days before due and overdue behaviour
- Click Create
- Apply the level on new or existing tasks
Choosing rule spacing
Section titled “Choosing rule spacing”Each alert level defines how far in advance and how often reminders are sent, so you don’t need to configure a separate reminder schedule for each task.
Set reminders around the time needed to act. Alert levels determine when reminders are sent, so choose an alert level whose reminder schedule provides enough lead time for the task. If something takes six weeks to complete, a reminder seven days before the deadline is too late. For tasks that require more preparation, consider configuring an alert level with an earlier first reminder.
Fewer emails, clearer ownership.
| Usually fails | Works better |
|---|---|
| Many daily emails nobody reads | One or two well-timed emails with context |
| Same spacing for everything | Different alert levels for urgent vs routine work |
Before someone is away: Review their upcoming and recurring tasks by filtering tasks assigned to that person or role (see Tasks). Reassign their tasks to another person or role, particularly any important or critical tasks, to ensure reminders continue to reach the right person.
Tune monthly: note which reminders got acted on, which were ignored, and adjust one alert level or frequency at a time.