Notifications & Messaging — Notifications

ScaleBoss Knowledgebase Guide
How to configure reminders, delivery timing, and recurring notification behavior

Use this section to control which workflow notifications are active and exactly when they are sent. Every notification follows the same configuration pattern, making the page easy to learn and manage.

Audience: ScaleBoss users, team leaders, administrators
Applies to: Settings > Notifications & Messaging > Notifications
Includes: Notification toggles, reminder days before, send time, and frequency

What this section does

The Notifications tab controls automated reminders and workflow alerts across ScaleBoss. Administrators and users can configure which notification types are active, when reminders are sent, and how often they repeat.

Notifications keep work visible, reinforce accountability, and help ensure that action items, evaluations, CFOs, goals, weaknesses, meetings, and wizard steps are not missed.

Why it matters

A well-configured notification system keeps people informed without overwhelming them — turning ScaleBoss into an active operating rhythm rather than a passive database. With the right settings, users receive timely reminders before deadlines, managers respond to approval events quickly, and teams stay engaged with priority work.

How the page is organized

The page displays a list of notification types. Each row represents one alert or reminder. Use the toggle on the right to enable or disable a notification, and expand the row to configure its schedule. All rows use the same scheduling controls, so once you learn one, you can manage the rest.

Quick start

1. Find the notification

Locate the workflow event you want to manage, such as Action Item Due or KPI Reminder.

2. Turn it on or off

Use the toggle on the right side of the row to enable or disable the notification.

3. Set the schedule

Expand the row and configure Reminder Days Before, Send Time, and Frequency.

Page overview

The Notifications tab displays a list of configurable reminders and workflow events. Enable each item using the toggle at right. Expanding a row reveals the same three scheduling controls used throughout this section.

Figure 1. Notifications tab overview — upper portion of the notification list.

Figure 2. Notifications tab overview — lower portion of the notification list.

How to use the controls

Every notification row uses the same interaction pattern. The only difference between rows is the workflow event each one represents.

Toggle	Enables or disables the notification. When on, the reminder is sent according to the row's schedule settings.
Reminder Days Before	Sets how far in advance the reminder is sent. Used for deadline-driven notices.
Send Time	Sets the time of day the reminder is delivered.
Frequency	Sets whether the reminder is sent once, daily, or weekly.

Shared dropdown options

All expanded notification rows use the same dropdown choices shown below.

Collapsed control row	Reminder Days Before options	Send Time options

Frequency options

Figure 3. Expanded notification scheduling controls and dropdown examples.

Option reference

Control	Available options	Guidance
Reminder Days Before	Same day; 1 day; 2 days; 3 days; 5 days; 7 days; 14 days	Use shorter lead times for simple tasks and longer lead times for events requiring preparation.
Send Time	8:00 AM; 9:00 AM; 10:00 AM; 12:00 PM; 2:00 PM; 5:00 PM	Choose a time that fits the team's schedule. Morning times work well for daily planning and deadline reminders.
Frequency	Once; Daily; Weekly	Use Once for a single reminder, Daily for persistent follow-up, and Weekly for longer-horizon items.

Best practice

Use Once when a single, timely reminder is sufficient.

Use Daily when the notification should remain visible until action is taken.

Use Weekly for longer-cycle reminders such as periodic reviews and recurring planning events.

Reserve longer advance notice options (7 or 14 days) for meetings, reviews, and approvals that require preparation.

Notification types

The Notifications tab covers a broad set of workflow events. The table below explains each notification's purpose and when to keep it enabled.

Notification	Purpose and guidance
ACTION ITEM ASSIGNED	Notifies users when action items are assigned to them. Keep enabled so users are immediately aware of new responsibilities.
ACTION ITEM DUE	Reminds users of upcoming action item deadlines. Helps prevent missed commitments and keeps work on schedule.
BE DEVELOPMENT ASSIGNED	Notifies when a Business Essentials weakness is assigned for development. Ensures resolution work is seen and acted on promptly.
BE DOCUMENT REQUESTED	Notifies when a Business Essentials answer entry requires completion or supporting documentation. Keeps evaluation follow-up moving.
CFO APPROVED	Notifies team members when their CFOs are approved. Provides closure on the approval workflow.
CFO PENDING APPROVAL	Notifies supervisors when CFOs require approval. Critical for keeping review queues moving.
CFO PUBLISH REMINDER	Reminds team members to publish their CFOs. Useful during planning cycles and execution reviews.
CFO REJECTED	Notifies team members when their CFOs are rejected so they can return quickly to make corrections.

Notification	Purpose and guidance
CHARTER ASSIGNED	Notifies users when Impact Charters are assigned to them. Important for establishing ownership clarity.
DAILY DIGEST	Sends a daily email summary of pending notifications. Ideal for users who prefer a consolidated daily review.
EVAL APPROVED	Notifies when an evaluation is approved. Confirms review progress.
EVAL PENDING APPROVAL	Notifies when an evaluation is submitted for approval. Important for reviewer responsiveness.
EVAL REJECTED	Notifies when an evaluation is rejected so the submitter can correct issues promptly.
EVALUATION DUE	Reminds supervisors about pending team member evaluations. Prevents formal review work from slipping.
EVALUATION PHASE ASSIGNED	Notifies when a new evaluation period is created. Helps teams engage at the start of a review cycle.
EVALUATION PUBLISHED	Notifies team members when their evaluation is finalized, confirming the review process is complete.

Notification	Purpose and guidance
GOAL APPROVED	Notifies when a goal is approved. Useful confirmation for users working through planning workflows.
GOAL DEADLINE	Alerts users to approaching quarterly goal deadlines. Helps teams stay ahead of target dates.
GOAL PENDING APPROVAL	Notifies when a goal is submitted for approval. Keeps approvers engaged in the goal-setting process.
GOAL REJECTED	Notifies when a goal is rejected so the owner can revise and resubmit.
IDEA REVIEW REMINDER	Reminds users to review pending charter ideas. Keeps innovation and planning inputs active.
KPI REMINDER	Reminds users to update KPI data before month end. Important for data quality and accurate performance reporting.
MEETING REMINDER	Reminds users about upcoming strategy team meetings. Supports preparation and attendance.
MESSAGE SUMMARY	Delivers a daily summary of unread messages. Useful for users who prefer communication rolled into a digest.

Notification	Purpose and guidance
MONTHLY BOARD REVIEW	Monthly reminder to review and clear the personal board. Helps maintain a clean execution workspace.
MONTHLY CFO ALERT	Monthly reminder for team members to review their assigned CFOs. Supports consistent accountability.
QUARTERLY CHARTER REVIEW	Quarterly reminder to review Company Charters. Useful for strategic maintenance and oversight.
STRATEGY MEETING SCHEDULING	Reminds users to schedule the quarterly Strategy Team Meeting. Keeps the planning cadence intact.
TM TEAM CHANGE	Notifies when a Team to Market evaluation rating changes. Useful when team effectiveness or capability scoring shifts.
WEAKNESS ASSIGNED	Notifies users when weaknesses are assigned to them. Important for ownership and follow-through in weakness resolution.
WIZARD DEADLINE	Reminds users of approaching wizard step deadlines. Especially helpful during onboarding and guided setup.

Recommended setup guidance

For individual contributors
Keep assignment, due date, rejection, and deadline reminders enabled. These help users act quickly and avoid missing required work.

For managers and reviewers
Keep approval, pending approval, evaluation due, and meeting reminders enabled. These support oversight and prevent workflows from stalling.

For administrators and leadership
Prioritize reminder-based items such as KPI Reminder, Quarterly Charter Review, Strategy Meeting Scheduling, and Monthly CFO Alert. These drive operational cadence across the organization.

For digest users
If a user prefers a summary view over individual reminders, Daily Digest and Message Summary provide a cleaner communication experience.

Tips for best results

Do not enable every reminder at the highest frequency by default. Excessive reminders reduce their impact.
Use longer advance notice for work requiring preparation, approvals, or cross-team coordination.
Use morning send times when possible so users can incorporate reminders into daily planning.
Review notification settings periodically to keep them aligned with your team's operating rhythm.
If two reminders serve a similar purpose, keep the one that supports the primary workflow and disable the other.

Summary

The Notifications tab is where ScaleBoss users define the timing and repetition of workflow reminders. Each row follows the same simple model: enable the notification, set how many days in advance it sends, choose a delivery time, and select a frequency. With the right configuration, this section keeps teams accountable, prepared, and aligned — without creating unnecessary noise.

Configure Workflow Notifications and Reminders