> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/dokumentation/settings/email-notifications.md). # Email notifications All email notifications from equipme, their recipients, reminders for expiring services and custom email templates. **Path:** Settings → **"Email notifications"** On the left you find all notifications in three groups, with a search field. On the right you configure the selected notification. ## Configuring a notification * **"Active"**: turn the notification on or off. * **"Recipients"**: * **"Affected employees"**: people affected by the process, e.g. "User" (the employee themselves), "Supervisor", "Team Manager", "Location Manager (Planner)"; for "Pending orders" additionally "Location manager (purchaser)". * **"Roles"**: all members of the selected roles, e.g. "Administrator", "Purchaser", "Planner", "Controller", "Portfolio Manager". * **"Additional recipients"**: further email addresses, comma-separated (e.g. an IT mailbox). * **"Save"**. Some emails always go to a fixed person (e.g. invitation or password reset). For these, only the template can be customized. {% hint style="info" %} Locked users do not receive notifications. Emails are sent in the company's **preferred language** (German or English; other languages receive English). {% endhint %} ## The notifications ### System events | Notification | When | | -------------------------------------------------------------------------- | ---------------------------------------------------------------------- | | **"User invitation"** | When an employee is invited | | **"Password reset"** | When an administrator resets a password and selects "Notify employees" | | **"Employee status: Onboarding"** / **"… On leave"** / **"… Offboarding"** | When an employee receives this status, e.g. to inform IT or HR | | **"Invoice"** | Sending of new invoices (with the billing module) | ### Order events | Notification | When | | --------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------- | | **"New approval request"** | Immediately for a new approval request, to approvers and observers | | **"New approval requests (bundled)"** | Hourly between 8 a.m. and 6 p.m. (CET), a digest of all new requests | | **"New self-service request"** | When an employee requests an order requiring approval in self-service | | **"Pending orders"** | Daily at 8 a.m. (CET): list of all open order requests | | **"Self-service order placed"** / **"… canceled"** | To the employee when their request was approved or rejected | | **"Order request placed for a third party"** / **"… canceled"** | To the person who made the request for others | | **"Order confirmation"** | When the supplier confirms the order | | **"Order is being processed"**, **"… is ready for delivery"**, **"… has been shipped"**, **"… has arrived"**, **"… has been canceled"** | Status changes of order items, for internal and external orders | | **"Confirmation of receipt"** | Request to the recipient to confirm receipt of a service | | **"Receipt confirmation reminder"** | Reminder if receipt has not yet been confirmed | Order status messages are sent bundled and always contain the latest status. ### Lifecycle events | Notification | When | | ------------------------------- | ----------------------------------------------------------------------------- | | **"Upcoming contract renewal"** | Before a contract is renewed automatically | | **"Expiring services"** | Before the end of services without automatic renewal, e.g. to plan the return | Ticket notifications are not configured here. They come directly from the Equipme Operate ticket system (see [Support requests and tickets](/dokumentation/self-service/tickets.md#notifications) and [Equipme Operate](/dokumentation/operate.md)). ## Setting up reminders | Notification | Options | | ------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **"Expiring services"** | **"Remaining term (in days)"**, multiple values comma-separated, e.g. `30, 14, 7, 1` (one email per value). Additionally **"Remind again on the day of expiration"**. | | **"Upcoming contract renewal"** | "Remaining term (in days)" and **"Minimum term (in months)"**: only consider contracts with at least this term | | **"Confirmation of receipt"** | **"Enable reminder."**, "Reminder interval in days", "Maximum reminders" | ## Custom email templates If the feature is enabled for your company, you see **"Customize your email templates"** below a notification, separated into "German" and "English". 1. **"New template"** opens the editor. There you design text, images, logo, buttons and spacing by drag & drop and insert dynamic placeholders, e.g. name or service name. 2. Save. 3. In the template's menu, choose **"Activate template"**. From then on it is used. Further actions: "Edit", "Copy to" (another language), "Rename", "Delete". The "Default template" cannot be edited. {% hint style="warning" %} Use optional placeholders only within a condition (e.g. `{{#if Options}} … {{/if}}`). If a value is missing without a condition, the email cannot be generated. Test new templates before activating them. {% endhint %} Custom templates for order status emails apply only to **internal** orders. Orders with suppliers use the suppliers' templates. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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