Inventory Base automatically sends system-generated emails to notify users, clients, and other stakeholders of key actions and updates within the platform.
These notifications ensure smooth communication and complete visibility throughout the inspection and reporting process.
You can also view email delivery and open history under each inspection’s Share History tab for full tracking and accountability.
Email Type | Triggered When | Recipients |
New User Welcome | A new clerk, manager, or typist is created, and “Send Login Details” is checked. | New User |
New Client Welcome | A new client is created, and “Send Login Details” is checked. | Client |
Password Reset | A password reset is requested or manually issued. | User |
Inspection Created | A new inspection is created. | Admin, Client (excluding creator) |
Inspection Updated | Changes are made to an existing inspection. | Admin, Client, Clerk |
Inspection Assigned | An inspection is assigned to a clerk. | Assigned Clerk |
Inspection Unassigned | A clerk is removed from an inspection. | Unassigned Clerk |
Inspection Accepted | A clerk accepts the assigned inspection. | Admin, Creating Manager |
Inspection Declined | A clerk declines the assigned inspection. | Admin, Creating Manager |
Inspection Cancelled | An inspection is cancelled. | Admin, Manager, Clerk, Client |
Internal Note Added | An internal note is added to an inspection. | Admin, Manager, Clerk (excluding author) |
Inspection In Review | An inspection is submitted for review. | Admin, Manager |
Inspection Re-Opened | A previously completed inspection is re-opened. | Admin, Manager, Clerk |
Inspection Complete | An inspection is marked as complete. | Admin, Manager, Client, Signees |
Report Shared | A report is manually shared. | Report Recipient |
Tenant Commented | A tenant leaves a comment on a report. | Admin, Manager, Client |
Report Signed | A report is signed by any party. | Admin, Manager, Clerk, Client |
Inspection Closed | A report is finalised and closed. | Admin, Manager, Clerk, Client |
Inspections Auto-Closing | Reports are auto-closed by the system. | Admin, Manager, Client |
⚠️ Important: Users who have disabled email notifications in their profile settings will not receive automated emails, even if they are listed as recipients.
The same applies if the Contact's preferences are not specifically marked as a Notify, Signee, or Deliver.