Automated notifications

Sidebar → Notifications (/settings/notifications). Owner-only.

FloorSimple sends transactional and reminder emails (and SMS, when SMS is set up) to your customers, installers, vendors, and you. A few examples: the customer gets a "Your quote is ready" email when a quote moves to Sent, a day-before SMS reminder before a scheduled install, a dunning email at +7 days past due, or a low-stock alert when a product drops below its reorder point.

Common tasks

• Turn a notification kind on or off
• Adjust quiet hours and lead times
• Read the activity log
• Manage a recipient's consent
• Silence notifications on one record

Turn a notification kind on or off

1. Open Notifications in the sidebar.
2. Find the kind in its audience group (Customer, Installer, Owner / shop, Vendor).
3. Tick or untick its checkbox.

The page lists every kind with its supported channels (email, SMS) and any tunables. The summary card at the top shows shop-level state: SMS status, the sending number, the quiet-hours window, and the shop's timezone. These are read-only here. (Change your timezone from Shop settings; the rest are set for you.)

To preview the message a customer would get, click the channel-name button (email or sms) in the Test column on that kind's row. It fires a sample to your own email or phone, bypassing consent.

Adjust quiet hours and lead times

Each kind exposes its tunables inline on the Notifications page. For example, the day-before reminder defaults to 24 hours' lead time; you can change it to 12 or 48. Other kinds have their own tunables on the row.

Quiet hours are read-only here. Reminders that hit during your shop's quiet hours are held and released the moment the window ends. Nothing is dropped.

Read the activity log

Open View activity log from the Notifications page. Every send attempt and consent change shows up here, with filters for kind, status, and recipient.

• queued — accepted and waiting in the send queue.
• delayed — held until quiet hours end.
• sent — handed off to the email or SMS provider.
• delivered — provider confirmed delivery.
• bounced — hard bounce or spam complaint. The recipient's preference is flagged so future sends are blocked.
• failed — soft or transient failure.
• blocked — stopped before send. The reason is shown (no consent, shop disabled, record opt-out, and so on).

The log is read-only. To re-send a notification, trigger the underlying event again (e.g. flip a quote back to Draft and to Sent, or send a manual message).

How sending decisions get made

A notification goes out only when all three of these layers allow it:

• Platform. Controlled by FloorSimple. Master kill switch, plus per-kind disable for incidents.
• Shop. Controlled by you (owner). Per-kind toggles, lead-time tunables, quiet hours.
• Recipient. Controlled by the recipient (customer, staff, vendor). Per-channel and per-purpose consent. They can opt out from a STOP keyword, an unsubscribe link, or your contact-detail page.

A per-record Notifications checkbox can also silence everything tied to a single quote, invoice, or schedule entry.

Manage a recipient's consent

Open a customer's Contacts tab and click the bell icon next to a contact (same entry point as Customers). The grid covers consent by channel and purpose:

• Transactional (booking confirmation, receipt, schedule change) — email is on by default; SMS needs opt-in.
• Reminder (day-before, due-soon) — email is on by default; SMS needs opt-in.
• Marketing (review request, maintenance reminder) — both email and SMS need opt-in.

Turning on SMS marketing pops a confirmation prompt. SMS marketing rules in the US (TCPA) expect explicit, recorded consent. The confirmation records the customer's opt-in. If the customer opts in by SMS keyword (STOP/START), the source is logged as such.

If the recipient's email hard-bounces, or the carrier rejects an SMS as permanently undeliverable, FloorSimple flags that channel and stops trying. The contact tab shows a red "delivery failed" badge so you know to follow up by phone.

Public consent page. Every default email or SMS includes a link to a private consent page. The customer can update their own consent grid from that page without signing in.

Silence notifications on one record

Schedule entries, quotes, and invoices each have a Notifications checkbox in their editor (checked by default). Untick to silence every automated email or SMS tied to that record: reminders, schedule changes, issue and due-soon notices, dunning, receipts, and the rest.

On a recurring schedule entry, unticking applies to every occurrence.

When unticked, every notification kind that targets the record is dropped with a Blocked: record entry in the activity log, even when every other layer would allow it. Use it for sensitive jobs or quotes you don't want auto-emails for.

SMS

SMS is included on the Pro plan. Each SMS-capable notification kind has its own toggle on the Notifications page. The summary card at the top of the page shows whether SMS is active and the sending number your shop uses.

A customer has to opt in to SMS for the relevant purpose before anything sends to them.

FloorSimple handles STOP and HELP replies for you. Replying STOP to any message opts the contact out of every SMS purpose across all kinds.

Email

Outbound mail goes out from the shared sender notifications@mail.getfloorsimple.com. The Reply-To address on your Shop settings controls where customer replies route.

Bounces and spam complaints land on the activity log and flip the recipient's email preference if the bounce is hard.

Catalog of notification kinds

Each notification kind has an audience, default channels, default settings, and a "recommended on" flag that controls whether it's enabled for a new shop. The Notifications page is the canonical reference. The kinds:

Quotes (customer)

Sent · follow-up nudge · expiration warning · expired · accepted thank-you.

Scheduled work (customer)

Booking confirmation · day-before reminder · day-of reminder · crew-on-the-way SMS · schedule change · cancellation · no-show · phase milestone · job complete (care instructions).

Billing & A/R (customer)

Invoice issued · due-soon · due-today · dunning at +3 / +7 / +14 days · payment receipt · refund · payment-link generated · payment-link expiring.

Retention (customer)

Care instructions · 30-day review request · 6-month maintenance reminder · 1-year warranty checkup · warranty expiring.

Installer-facing

Daily schedule digest · new assignment · assignment removed · schedule moved · conflict detected · user-invitation reminder.

Owner / shop

Daily schedule · weekly overdue-invoices digest · weekly outstanding-quotes digest · low-stock alert · PO overdue · stale lead · Stripe sync lag · QuickBooks sync errors · subscription past due (FloorSimple payment failed) · chargeback opened on a customer payment · Stripe payout failed.

Vendor

PO submitted · PO follow-up · PO outstanding.