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StationOne Documentation

Manage Email Notifications

This guide explains how to manage your email notification preferences in StationOne, allowing you to control which types of emails you receive.

Prerequisites

Section titled “Prerequisites”
  • Active StationOne user account with email address
  • Access to your profile page

Overview

Section titled “Overview”

StationOne sends email notifications for various activities across the platform. You can customise which notifications you receive by category, and for some high-volume categories, you can enable or disable specific types of notifications.

By default, all notifications are enabled when your account is created. You can turn off any categories you don’t want to receive.

Accessing Notification Preferences

Section titled “Accessing Notification Preferences”
  1. Click on your profile icon in the top navigation bar
  2. Select Profile from the dropdown menu
  3. Navigate to the Notifications tab
  4. You’ll see all available notification categories

Notification Categories

Section titled “Notification Categories”

Inspections

Section titled “Inspections”

Receive notifications about:

  • Inspection completions
  • Review requests for inspections requiring approval
  • Inspection rejections with feedback
  • Overdue inspection schedules
  • Hose test results and completions

When to disable: If you’re not involved in inspection workflows or don’t need immediate updates about completed inspections.

Actions

Section titled “Actions”

Receive notifications about:

  • Action items assigned to you
  • New action items created in your brigade
  • Action item updates and status changes

Granular controls:

  • Overdue action reminders - Daily digest of your overdue action items
  • Public issue reports - Issues reported via public QR code inspections (brigade admins only)

When to disable: If you prefer to check action items manually rather than receive email alerts.

Training

Section titled “Training”

Receive notifications about:

  • New training sessions you’re invited to
  • Training session cancellations
  • Training session updates

Granular controls:

  • Day-of reminders - Reminder emails on the morning of training sessions

When to disable: If you manage your calendar separately or don’t need email reminders for training.

Events

Section titled “Events”

Receive notifications about:

  • New events you’re invited to
  • Event cancellations
  • Event updates and changes

Granular controls:

  • Day-of reminders - Reminder emails on the morning of events

When to disable: If you prefer to manage events through calendar integration or other means.

Vehicle Bookings

Section titled “Vehicle Bookings”

Receive notifications about:

  • Vehicle booking confirmations
  • Booking approval requests (for admins)
  • Booking approvals and rejections
  • Booking status updates

When to disable: If you’re not involved in vehicle booking workflows.

Room Bookings

Section titled “Room Bookings”

Receive notifications about:

  • Room booking confirmations
  • Booking approval requests (for admins)
  • Booking approvals and rejections
  • Booking status updates

When to disable: If your brigade doesn’t use room bookings or you’re not involved in room management.

Membership

Section titled “Membership”

Receive notifications about:

  • New membership requests (for admins)
  • Membership request status updates
  • Membership confirmations

When to disable: If you’re not a brigade admin or don’t manage membership requests.

Billing

Section titled “Billing”

Visible to: Brigade admins and organisation admins only

Receive notifications about:

  • Subscription updates
  • Payment failures requiring action
  • Subscription cancellations
  • Organisation takeover notifications

Granular controls:

  • Trial expiry warnings - Reminders when your trial period is ending

When to disable: If another admin manages billing for your brigade. Note: It’s recommended at least one admin keeps these enabled.

Admin

Section titled “Admin”

Visible to: Super admins only

Receive notifications about:

  • System-wide administration events
  • Platform management notifications

Granular controls:

  • New brigade registrations - Immediate notifications when new brigades sign up
  • Daily registration summaries - Daily digest of all new registrations

When to disable: If you’re not actively managing the platform or prefer to check registrations manually.

Managing Your Preferences

Section titled “Managing Your Preferences”

Enabling or Disabling Categories

Section titled “Enabling or Disabling Categories”
  1. Navigate to your Profile → Notifications tab
  2. Locate the category you want to modify
  3. Toggle the checkbox on or off
    • ✓ Checked = You will receive these emails
    • ☐ Unchecked = These emails will be disabled
  4. Click Save Preferences at the bottom of the page

Your changes take effect immediately for all future emails.

Using Granular Controls

Section titled “Using Granular Controls”

Some categories have additional specific controls that appear indented below the main category:

  1. Enable the main category (e.g., Actions)
  2. Fine-tune specific notifications using the indented checkboxes
    • Example: Keep “Actions” enabled but disable “Overdue action reminders”
  3. Click Save Preferences

Important: Granular controls only work when the parent category is enabled. If you disable the main category, all notifications in that category are disabled regardless of granular settings.

Common Scenarios

Section titled “Common Scenarios”

Scenario 1: Reduce Email Volume

Section titled “Scenario 1: Reduce Email Volume”

Problem: Receiving too many emails throughout the day.

Solution:

  1. Keep main categories enabled for important updates
  2. Disable high-volume granular controls:
    • Turn off “Overdue action reminders” (you’ll still get action assignments)
    • Turn off “Day-of reminders” for training and events
  3. Check the platform daily instead of relying on email

Scenario 2: Focus on Specific Responsibilities

Section titled “Scenario 2: Focus on Specific Responsibilities”

Problem: Emails about features you don’t use.

Solution:

  • Disable entire categories for features you’re not involved with
  • Example: If you don’t use vehicles, disable “Vehicle Bookings”
  • Example: If you’re not an admin, disable “Membership” notifications

Scenario 3: Admin Delegation

Section titled “Scenario 3: Admin Delegation”

Problem: Multiple admins receiving duplicate notifications.

Solution:

  1. Designate one admin as the primary contact for each category
  2. Other admins can disable specific admin categories:
    • One admin handles billing, others disable “Billing”
    • One admin handles membership, others disable “Membership”
  3. Keep critical categories enabled for all admins as backup

Scenario 4: Temporary Absence

Section titled “Scenario 4: Temporary Absence”

Problem: Going on leave and don’t want notifications.

Solution:

  1. Before leaving, disable all notification categories
  2. Click Save Preferences
  3. When you return, re-enable your preferred categories
  4. Alternative: Set up email filters/vacation rules in your email client

Important Notes

Section titled “Important Notes”

What You Can’t Disable

Section titled “What You Can’t Disable”

Some critical emails cannot be disabled through notification preferences:

  • Password reset emails - Required for account security
  • Account invitation emails - Required for onboarding
  • Login verification emails - Required for security

These emails are always sent regardless of your preferences.

Public Form Submissions

Section titled “Public Form Submissions”

Emails triggered by external public forms (like public inspections via QR codes) are sent to relevant admins regardless of preferences. This ensures brigade admins are always notified of public submissions.

Archived Users

Section titled “Archived Users”

If your account is archived, you will not receive any email notifications regardless of your preferences.

Default Settings

Section titled “Default Settings”

All notification categories are enabled by default when:

  • A new user account is created
  • A user has never modified their notification preferences

This ensures you don’t miss important updates when you first join StationOne.

Troubleshooting

Section titled “Troubleshooting”

Not Receiving Expected Emails

Section titled “Not Receiving Expected Emails”

If you’re not receiving emails you expect to receive:

  1. Check your notification preferences

    • Go to Profile → Notifications
    • Verify the relevant category is enabled
    • Check granular controls if applicable

  2. Check your email address

    • Go to Profile → Account Settings
    • Verify your email address is correct
    • Update if necessary

  3. Check your spam/junk folder

    • StationOne emails may be filtered by your email provider
    • Add notifications@stationone.com.au to your contacts
    • Mark StationOne emails as “Not Spam”

  4. Verify your account status

    • Ensure your account is not archived
    • Contact your brigade admin if uncertain

Still Receiving Unwanted Emails

Section titled “Still Receiving Unwanted Emails”

If you’re receiving emails after disabling them:

  1. Verify you clicked “Save Preferences”

    • Changes don’t apply until saved
    • Look for the success message after saving

  2. Check if it’s a critical email

    • Password resets and invitations cannot be disabled
    • These are required for platform security

  3. Check if it’s from a public form

    • Public inspection notifications go to all brigade admins
    • These ensure admins are aware of public submissions

  4. Clear your browser cache and check again

    • Sometimes cached forms can cause confusion
    • Refresh the page and verify your settings

Best Practices

Section titled “Best Practices”

For Brigade Members

Section titled “For Brigade Members”
  • Keep action notifications enabled - Ensures you see items assigned to you
  • Consider disabling day-of reminders - If you use calendar integration
  • Review preferences quarterly - Your responsibilities may change over time

For Brigade Admins

Section titled “For Brigade Admins”
  • Keep most categories enabled - You’re the primary point of contact
  • Use granular controls - Reduce volume without missing critical updates
  • Coordinate with other admins - Avoid notification gaps
  • Keep billing enabled - At least one admin should monitor subscription

For Organisation Admins

Section titled “For Organisation Admins”
  • Enable all brigade-relevant categories - You support multiple brigades
  • Disable granular high-volume items - Prevent inbox overload
  • Set up email filters - Organise StationOne emails into folders
Section titled “Related Resources”