Ticket updates, booking confirmations, invoices and reminders all go out by email. A new workspace sends from WorkHub's address until you point it at your own.
Choosing a provider
Settings → Email → Provider.
| Provider | Use it when |
|---|---|
| Microsoft 365 | You are on Microsoft. Sign in and authorise. |
| Google Workspace | You are on Google. Sign in and authorise. |
| SMTP server | Any other host — server, port, username, password. |
| Resend / SendGrid | You would rather send through a transactional service. |
Until you switch, mail sends from WorkHub's address with your workspace name on it — nothing is blocked while you sort DNS out.
Sender identity
Set the sender name, the from address and the reply-to. Use a monitored address for reply-to: tenants reply to these messages, and a reply that lands in nobody's inbox is a complaint waiting to happen.
Templates
Settings → Email → Templates. Edit subject lines and opening paragraphs for each message type. The detail is generated; the wording around it is yours.
Notifications — what sends at all
Settings → Email → Notifications. Switches per message type, enforced on the server, so turning one off stops it being sent rather than merely hiding it.
Reminder timing
The same tab sets when operational reminders go out. These apply across the workspace:
- Maintenance "due soon" warning — days before a task is due, and again on the day. 0 means the day only.
- Maintenance reminder chain — escalating days before the due date, e.g.
30, 14, 7, 1. Assignees and admins are emailed at each step until the task is completed. Covers compliance renewals raised automatically too. - Compliance expiry warning — days before a certificate expires that warnings begin.
- Overdue chase days — how often to chase once something is late: 1, 3, 7, 14 or 30 days. At least one must remain selected.
Set these against how your team actually works. A chain of 30, 14, 7, 1 suits contractor-booked work; a shorter chain suits jobs your own staff do.
Personal preferences
Each person controls their own Email notifications under their Profile, so an admin who does not want every ticket update can turn theirs down without changing it for everyone.
Checking what went out
Settings → Email → Sent Log records every message, when it sent and whether it was accepted. Check this first if someone says they did not receive something — it usually answers the question before you start looking at spam filters.