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.
Understanding Your Email Options
Each user has full control over the email notifications they receive from Inventory Base.
To turn specific notifications on or off, go to the Profile tab at the top of the online dashboard, then click Emails.
Below, you’ll find a list of all available email notifications that you can manage.
Email Type | Triggered When | Recipients | Notes |
New User Welcome | A new clerk, manager, or typist is created, and “Send Login Details” is checked. | New User | This email is sent automatically and cannot be turned off. |
New Client Welcome | A new client is created, and “Send Login Details” is checked. | Client | This email is sent automatically and cannot be turned off. |
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.
Inspection Notification Summary
Account owners and admin users can now receive a summary of notifications for each inspection, showing which recipients were notified and which were not, including the reasons why (e.g., missing/invalid email or phone number, or inspection conduct date in the past).
Navigate to your Profile tab at the top right corner of the online dashboard, and click on Emails.
Scroll down the notification list, and enable the Inspection Creation Notification Summary option.
When it’s sent:
Included automatically in standard Inspection Created or Inspection Confirmed emails if the feature is enabled.
If standard emails are disabled, a separate email called Inspection Creation Notification Summary can be enabled to ensure owners and management are still informed.
Benefits:
Quickly identify any notification issues.
Ensure all stakeholders are aware of communications.
Prevent missed notifications and reduce follow-up errors.
💡 Tip: Use this summary to verify contact notifications immediately after an inspection is created or confirmed, giving you complete visibility and accountability.