G.J. Software keeps users informed through a comprehensive notification system that includes in-app To-Do tasks, email alerts, and calendar notifications. The system automatically generates notifications based on specific events and triggers, ensuring users stay up to date with important activities across jobs, leads, schedules, and system changes.
Understanding notification types
The platform delivers notifications through three primary channels:
To-Do tasks (in-app notifications)
To-Do tasks appear in the dedicated workbox located in the top-right corner of the screen, indicated by a task icon. The icon displays a red circle when new tasks are waiting. A daily summary of all outstanding to-do tasks is also delivered to you via email each morning.
Email notifications
The system sends email notifications for key events such as lead assignments, scheduled task results, and system updates. You can subscribe to these notifications under Setup > Email Recipients.
Calendar notifications
Calendar invitations are sent as iCal files (.ics) for specific events like Activities and To-Do's from schedule tasks. These notifications appear on your calendar as events created by the office email address (e.g., officename@gjgardner.com). ICS file types are supported by most modern email and calendar applications.
To-Do tasks
To-Do tasks are the primary in-app notification channel. Users can view, create, complete, pass, and delete tasks from the To-Do inbox. The system also generates tasks automatically when specific trigger events occur across jobs, schedules, sales, and integrations.
For full details on working with the To-Do inbox and managing tasks, see Managing To-Do Lists. For a complete reference of all automatic trigger events, see Automated To-Do Task Triggers.
Customising To-Do notification permissions
You receive To-Do notifications based on your office role permissions. Anyone with the ability to manage office roles can control which types of To-Do tasks specific roles receive.
To configure To-Do permissions:
Navigate to Setup > Manager > Office Roles and Permissions.
Select the relevant office role.
Select the Todo Permissions tab.
Select the types of To-Dos the role should receive.
Select Process to save changes.
This configuration ensures you receive only notifications relevant to your responsibilities.
Understanding calendar notifications
Calendar notifications are triggered by specific events and sent as .ics files. These integrate with your calendar application for seamless scheduling.
Active calendar reminders
The system currently sends calendar reminders for:
ToDo's from Schedule Tasks: Sent when a To-Do task is generated from a construction, pre-construction, or warranty schedule.
Activities: Sent when an activity type is set to Meeting on a contact, job, or sales folder.
Note: Earlier versions of the platform also generated calendar reminders for Maintenance / Warranty tasks, follow-up dates, and individual schedule tasks. These have been retired and are no longer sent.
Calendar notification workflow
Managing email notification settings
The system sends email notifications automatically for various events. You can configure email recipients to control who receives specific types of notifications.
Configuring email recipients
To set up email recipients for system notifications:
Navigate to Setup > Email Recipients.
View the list of scheduled tasks and internal emails.
Locate the scheduled task or email type to configure.
Double-click the text field next to the item.
Enter one or multiple email addresses separated by a comma or semicolon.
Select Process to save.
Tip: Use your office's Google Groups (e.g., officeName_sales@gjgardner.com) as recipients if multiple people need to be notified. This ensures you don't have to update the recipients list every time staff members join or leave. Group membership is dynamically controlled via system roles.
Examples of office groups:
Website enquiry notifications
When a lead is assigned through the system, the designated salesperson automatically receives an email notification. This occurs even when an existing lead returns to the website with a new enquiry.
To receive copies of all website enquiries:
Go to Setup > Email Recipients.
Select the Website Enquiry category.
Add email addresses for users who should receive copies of all enquiries.
This configuration allows franchise owners and other personnel to monitor all incoming website leads.
Daily To-Do list emails
The system sends a daily email to all active users containing their To-Do tasks that are due on the current date or are overdue.
The email includes the task subject, date, and a direct link to the task in your inbox.
This scheduled task runs overnight, so you typically receive the email at the start of the business day.
There is currently no way to unsubscribe from these emails within the system.
Tip: If you wish to filter out "no tasks due today" emails, you can create a rule in your email application (e.g., Gmail) to automatically archive messages that state you have no To-Do's scheduled for today.
Notification best practices
Review To-Do permissions — Periodically review your To-Do permission settings for each office role under Setup > Manager > Office Roles & Permissions. Ensure people are not inundated with irrelevant messages. It is not recommended for any role to subscribe to all of these notifications.
Review tasks regularly — Check your To-Do workbox daily. The red notification indicator signals new tasks requiring attention.
Accept calendar invitations — When you accept calendar notifications, your external calendar automatically updates whenever dates change in the system.
Use email recipients strategically — Configure recipients to ensure critical alerts (like website enquiries) reach the right people or groups.
Monitor scheduled task logs — Administrators should review the Scheduled Tasks Log to monitor automated notifications and identify any delivery failures.