Team members get Worksuite emails because of something they're assigned to: a workflow stage, a Task, a talent profile, a Project, a Contract or an approval. When someone gets too many emails, or none at all, the fix is almost always to change that assignment, not the email. This article shows where each email comes from and how to start or stop it.

Who can do this: Any team member can change their own emails under Settings → Email notifications. Changing workflows and Invoice forwarding needs an administrator. Changing Relationship Managers needs Can assign Relationship Managers on your role.

Availability: Available in every account. Some emails only apply if your account uses that feature, such as workflows, Contracts or Invoice forwarding.

Your workspace may use different names for Partners, Tasks, Projects or Contracts.

TABLE OF CONTENTS

• Where team emails come from
• I get emails about talent or Contracts I don't manage
• A stage manager doesn't get stage emails
• Nobody gets an email when talent submit an invoice
• Our finance inbox stopped getting approved invoices
• Talent get several "Action required" emails at once
• Talent can't reply to invitation or welcome emails
• Links and text in custom notifications
• Talent account deletion requests
• No email when a Contract goes live
• Still stuck?
• Related articles
• Support/Resources

Where team emails come from

Under Settings → Email notifications you can turn some of these off for yourself, such as "Notify me when Partner added new Invoice" or "Notify me when my team member adds a new Task in my Project". That page only changes your own emails.

I get emails about talent or Contracts I don't manage

Check each of these in turn:

• You're a stage manager. Ask an administrator to open the workflow and remove you as manager of that stage.
• You're the Relationship Manager. Remove yourself on the talent profile, or select several profiles in the talent directory and use Set relationship managers. Also check your workflows for an action stage with Set relationship managers that adds you back each time.
• You're on a Project. Every Project member gets an email when a Task is added. Leave the Project, or turn off "Notify me when my team member adds a new Task in my Project" in Settings → Email notifications.
• You created the Contract. Turn off the Team Board message emails for Contracts you own in Settings → Email notifications.
• Someone is testing a workflow. If a test talent goes through a workflow, stage emails are sent for real. You can ignore them.

If you need to be removed as Relationship Manager from a large number of profiles, contact Worksuite Support.

A stage manager doesn't get stage emails

• Stage managers get the standard emails for their stage, such as when an internal stage needs their input or when talent complete a manual stage that needs review. Stages that move talent on automatically don't send the "stage completed" email.
• These standard emails are listed in the stage's Notifications section in the workflow editor. If someone changed or removed them, click Reset to default to bring them back.
• Custom notifications go only to the recipients chosen on that notification. Making someone stage manager doesn't add them. To fix it, an administrator edits the custom notification and adds Stage manager, or the person by name, as a recipient.
• If the stage manager is set from a field, such as the person who requested the Contract, only the person in that field gets the email.

See Custom Workflow Notifications.

Nobody gets an email when talent submit an invoice

Emails about submitted invoices go to the Task Managers on the Task who can approve that invoice, and to the talent's Relationship Managers. In accounts where each invoice has an Invoice Approver, the email goes to that approver. If the Task has no Task Manager and the talent has no Relationship Manager, the people who approve invoices may not hear about it.

To fix it:

• Add Task Managers to the Task. See How to Change or Add Task Managers (Invoice Approvers).
• Make sure their role includes Can approve Invoices.
• Ask them to check that "Notify me when Partner added new Invoice" is on under Settings → Email notifications.
• To send invoices to a finance mailbox as well, use Invoice forwarding.

Our finance inbox stopped getting approved invoices

Invoice forwarding sends each approved invoice to the addresses you choose. The addresses don't need Worksuite accounts. Check these causes:

• The address was removed. When you remove a team member, their address is also deleted from the forwarding list. Add it back, or use a shared mailbox.
• The invoice has no matching Entity. Each address applies to All Invoices, to one Entity, or to No Entity assigned to Invoice. An invoice that matches none of them isn't forwarded.
• The invoice was approved before the address was saved. Only invoices approved after you save an address are forwarded.

To check or change the addresses, see How to Set Up Invoice Forwarding.

If a forwarded invoice is later rejected or deleted, the forwarding addresses get an email about that too. If your accounts payable tool reads invoices from email, this can create duplicates. Contact Worksuite Support if you want only approvals forwarded.

Talent get several "Action required" emails at once

Each workflow a talent is on sends its own emails. If the same step opens in several workflows, they get one email per workflow. Check the talent's profile to see which workflows they're on, and remove the ones they don't need.

Talent also get automated follow-up reminders when they leave a stage unfinished. Worksuite manages these reminders. Contact Worksuite Support to change or turn them off.

Talent can't reply to invitation or welcome emails

Invitations and custom welcome messages usually come from a no-reply address, so replies don't reach you. Put your own contact name and email in the message itself.

Links and text in custom notifications

• To add a link to a custom notification, use the link button in the Content editor. If your Content box is plain text, follow the hint under it: write the link text in square brackets, then the full web address in round brackets, with no space between them.
• To add details such as the talent's name, type # in the content and pick a field.
• Administrators can't edit standard system emails, such as the booking completed email. Contact Worksuite Support to request a text change.

Talent account deletion requests

When talent ask to delete their account, your administrators get an email titled "Account deletion request - ACTION REQUIRED". The email asks you to act within 2–3 business days. To act on it, open the talent's profile, open the menu next to Edit, and select Delete profile. If your account has Settings → Partners → Partner deletion requests, you can also act on each request there with Delete profile. Contact Worksuite Support if you want these requests sent to specific people instead.

No email when a Contract goes live

Apart from the "Agreement signed by [name]" email that Relationship Managers get, Worksuite doesn't send your team a standard email when a Contract is signed or goes live. To get one, add a custom notification to the right stage of your Contract workflow. See How to Create a Contract Workflow.

Still stuck?

Contact Worksuite Support with:

• The email address that should, or shouldn't, get the email
• A link to the Contract, Task, invoice or talent profile
• The date and subject line of an email you received, if any

Related articles

• Custom Workflow Notifications: add your own emails to workflow stages.
• How to Set Up Invoice Forwarding: send approved invoices to finance.
• Relationship Managers: choose who gets updates about each talent.
• Your Talent or Team Member Isn't Receiving Worksuite Emails: when an email never arrives.

Support/Resources

Still have questions about notification emails? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.