Skip to content
Apolaris AI Docs

Notifications

basic

Where alerts reach you — the bell, email, push, and time-critical SMS — and how to tune every notification and channel, including switching email to an hourly, daily, or weekly digest.

Apolaris AI tells you when something needs your attention — a new booking, a leave decision, a customer message — so you don't have to patrol every screen. This page covers where those alerts show up, and how to tune exactly what you receive, on which channels, and how often.

Where notifications appear

  • The bell in the top bar — every notification lands here. Click it to open the list, then click an item to jump straight to the related page (see Dashboard & navigation).
  • Email — a copy to your inbox, instantly or bundled into a digest (see Email frequency below).
  • Push — an alert on your phone or computer even when the app is closed, once you've enabled it on that device (see Using Apolaris AI on mobile).
  • SMS — a text message, reserved for a few time-critical alerts, where your organization has SMS available and you've opted in (see SMS below).
  • WhatsApp — where your organization uses WhatsApp, you can connect your own number and receive your alerts there too.

The in-app notification is always the source of truth: whatever happens with email or texts, the full list is waiting for you under the bell.

Working the list

The notification list is a place you work, not just read:

  • Every row links to what it's about — click it and you're on the booking, the conversation, the request. No hunting.
  • Repeats roll up. A busy WhatsApp thread doesn't file nine identical rows; you get one row with a count that clears in one action.
  • Decide leave inline. A pending leave request carries Approve / Reject buttons right on the row.
  • Act on a handful at once — select rows and archive or mark them read together; "mark all read" is no longer the only bulk move.
  • Search looks through everything, including the archive, with your most frequent topics suggested first.
  • Snooze a row to have it come back later, and use the keyboard (arrows and shortcuts) to move through the list without the mouse.
  • New rows appear live while the page is open — the badge and the list can no longer disagree.

Your notification preferences

Click the bell in the top bar, open your notifications, then click Preferences. (You can also get there from My profile → Notification settings.) The page is a simple matrix:

  • One row per kind of notification, grouped into General, Leave & HR, Sales & Customers, Bookings, and Operations & tools. The first toggle on a row turns that notification on or off entirely; the In-app / Push / Email / SMS toggles next to it choose the channels it uses.
  • Master switches per channel live in the Delivery section — push, email, SMS, and WhatsApp. Turning a master switch off greys out and disables that whole column above it, so a channel can never look active while it is muted.
  • Frequency — whether notification email arrives instantly or as a digest (next section).
  • Your language — notifications, push alerts, and digest emails are all written in the language you use the app in, set in Your profile.

Rows for tools your organization doesn't use (for example cameras) simply don't appear, and changes apply immediately to new notifications.

Email frequency: instant or a digest

New accounts default to Daily Digest. Under Delivery → Email frequency, choose Hourly Digest, Daily Digest, Weekly Digest, or Instant. Existing saved frequency choices are kept. All subscribed notification categories share one summary email at that cadence, grouped by topic with counts, previews and links to the full notification list.

  • Only email is batched. In-app and push notifications still arrive immediately.
  • Send urgent alerts immediately lets notifications marked urgent bypass the summary. Disable it to group those too. Either way, email subscriptions and the master email switch still apply.
  • The digest respects your per-row Email toggles — anything you've excluded from email stays out of the summary — and arrives in your language.
  • Read, archived, expired and unsubscribed updates are omitted. Snoozed updates wait until their snooze ends. If nothing is pending, no email is sent.
  • The first summary waits one full selected interval after the first queued event; later summaries wait that interval after the previous delivery. The scheduler checks every 15 minutes. Failed sends remain queued for retry.
  • Login codes, receipts, essential account/billing messages and separately configured website-enquiry mail keep their own delivery. This setting combines the events in your notification subscriptions.

SMS: time-critical alerts only

Text messages interrupt (and cost money), so the SMS column is deliberately limited to five time-critical kinds of notification: System alerts, Customer complaints, booking Cancellations, Contact center messages, and Camera alerts. Every other row shows a dash instead of a toggle — "SMS is only for time-critical alerts."

For a text to actually reach you, three things must be true:

  1. Your organization has SMS enabled (see Configuration & security).
  2. You've switched on SMS notifications in the Delivery section and entered your own mobile number, with country code.
  3. You're outside your quiet hours — during that window no texts are sent; the in-app copy still waits for you under the bell.

WhatsApp works the same self-service way: connect your own number on the preferences page (a one-time code confirms it's yours), then flip on WhatsApp notifications. Quiet hours are honored there too.

Messages from your manager always arrive

A direct message from management — the conversation you see in My Messages — always notifies you. It's your only copy of that exchange, so it is not muted by the General announcements toggle. See Staff Desk: messaging your manager.

How long notifications stay

The bell shows current work, not history. Once you've read a notification it has done its job, so read notifications are archived automatically a few days later — and even unread ones are archived after a couple of weeks. That keeps the list (and the badge count) focused on what still needs you, instead of burying it under things you've already handled.

Archived doesn't mean gone: the Archived tab on the notifications page keeps them viewable for a good while longer, so you can still look up last month's decision if you need to.

Cameras & AI Vision Open up for the day