Use this when... you need to control which admins, tutors, parents, or students receive updates about lessons, invoices, messages, leads, reports, assignments, compliance tasks, or account activity.

Before you start... decide whether you are changing personal preferences, organisation-wide notification rules, or a workflow-specific setting. Notification changes can affect whether people see urgent operational information, so avoid switching off important alerts without a clear reason.

Start in Settings when reviewing organisation-wide notification behaviour.

Notifications help the right person act at the right time. Admins may need billing failures, new leads, compliance reminders, and unread messages. Tutors may need lesson changes, new assignments, or report reminders. Parents may need invoices, confirmations, cancellations, and portal updates.

Too many notifications create noise. Too few create missed work. The goal is to keep critical signals visible while reducing duplicate or low-value alerts.

Work out which workflow the notification belongs to: scheduling, billing, messaging, leads, compliance, reports, assignments, or account activity. Open the relevant area before changing settings.

For communication notifications, check Messages as well as Settings.

Confirm whether the recipient should be an owner, admin, branch manager, tutor, parent, student, or internal team. Use roles and responsibilities rather than habit. For example, finance alerts should reach someone who can act on payments, not every tutor.

Check whether the notification is in-app, email, portal, or another channel. Consider timing: immediate alerts suit cancellations and payment failures, while weekly summaries may suit reporting or routine reminders.

After changing notification settings, use a safe test case where possible. Confirm that the right person receives the update and that no sensitive information is sent to the wrong audience.

A user did not receive a notification: check their role, email, portal invitation, notification settings, spam folder, and whether the triggering record was saved correctly.

Too many people received an alert: review organisation settings, branch settings, and workflow-specific recipients.

The notification content looks wrong: check the source record. A lesson, invoice, or message template may contain outdated information.

Review notifications after major workflow changes, new branch setup, staff changes, or repeated missed tasks. Ask the team which alerts help them act and which ones they ignore. Remove noise carefully, but protect urgent operational signals.

Use immediate alerts for lesson cancellations, failed payments, urgent messages, and new high-priority leads. Use summaries for routine reports, weekly performance, or non-urgent reminders. Use restricted notifications for compliance, safeguarding, finance, and staff records.

Review notifications whenever someone changes role or leaves the organisation. A former finance owner should not keep receiving payment alerts, and a new branch manager should receive the operational prompts they need from day one.

If your notifications use templates, review wording periodically. Parent-facing messages should be clear and friendly. Tutor-facing messages should be direct and operational. Internal alerts should include enough context to act without exposing unnecessary private detail.

If users complain about too many alerts, find the source before turning notifications off. A noisy workflow may indicate duplicate reminders, too many recipients, unclear ownership, or tasks being assigned to the wrong role.

Keep escalation alerts separate from routine updates. Failed payments, safeguarding actions, urgent cancellations, and high-priority leads should be hard to miss, even if less important summaries are muted.

Parent-facing notifications deserve extra care because they shape trust in the business. Check that invoice reminders, lesson confirmations, cancellations, and report notifications are written clearly and sent at the right time. If parents receive duplicate or confusing messages, review the workflow before blaming individual users.

Tutors need operational clarity. They should know when lessons change, when reports are due, when assignments need review, and when a student context update affects teaching. They usually do not need broad finance, lead, or organisation settings alerts.

After changing notifications, test a realistic workflow, confirm the right people receive the update, and document any organisation-wide rule changes for the admin team.