--- title: How to Set Up Staff Notifications description: In this article, we'll show you how to manage your staff notification preferences in Pabau, including the available notification types, delivery channels, and in-app alerts. --- [Skip to content](https://support.pabau.com/en/pabau2/how-to-set-up-staff-notifications#main-content) [![pabau logo white](https://support.pabau.com/hubfs/pabau%20logo%20white.svg)](https://support.pabau.com/en/pabau2?hsLang=en) Open main navigation Close main navigation - [Get Support](https://pabau.com/support-center/) [Get Support](https://pabau.com/support-center/) Pabau Knowledge Base - There are no suggestions because the search field is empty. 1. [Pabau Knowledge Base](https://support.pabau.com/en/pabau2?hsLang=en) 2. [Team](https://support.pabau.com/en/pabau2/team?hsLang=en) 3. [Account Settings](https://support.pabau.com/en/pabau2/team?hsLang=en#account-settings) # How to Set Up Staff Notifications ## In this article, we'll show you how to manage your staff notification preferences in Pabau, including the available notification types, delivery channels, and in-app alerts. Staff notifications keep you and your team informed about key client and clinic activity. You can be notified about everything from new bookings and cancellations to payments, reviews, lead enquiries and new client messages, without needing to check back manually. Each staff member can customise their own preferences, choosing exactly which events they want to be notified about and how. #### Step 1: Navigate to Notification Settings [Log in to your Pabau account](http://app.pabau.com/), click on your **Client Profile/Avatar** in the top right corner of the screen, and select **"Account Settings"** from the dropdown menu. *![Screenshot - 2026-10-14T094932.062](https://support.pabau.com/hs-fs/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/428765663436-02-account-menu.png?width=577&height=349&name=428765663436-02-account-menu.png)* #### Step 2: Open the Notifications Tab In **Account Settings**, click on the **"Notifications"** tab in the left sidebar menu. Here, you'll see notifications grouped into categories, covering bookings, appointment activity, care (forms and clinical documents), payments, memberships, leads and enquiries, reviews, inbox messages and system alerts. Use the tabs at the top to jump to a category, or type in **Search notifications…** to find one by name. ![Screenshot - 2026-10-14T095039.548](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095039.548.png?width=618&height=285&name=Screenshot%20-%202026-10-14T095039.548.png) #### Step 3: Choose Your Delivery Channels Each notification can be delivered through any of the following channels: - **Email:** You'll receive an email with the details of the action taken. This email is hard-coded, which means that the content of it can't be changed. - **Pabau (web** **version):** You'll receive a notification inside the web app, visible in the "View Notifications" bell icon next to your avatar in the top right corner. Alongside that live pop-up alerts appear briefly on screen giving you an instant, real-time alert alongside the notification stored in your bell icon. When you switch on a Web notification, your browser may ask for permission to show notifications. - **App:** You’ll receive a push notification on your phone from the Pabau mobile app. The toggles for each channel are independent, so you can enable one without the other, depending on how you'd like to be notified for each type of activity. Use **Enable all** on a category to switch on all of its notifications at once, or **Reset to default** to switch every notification off. Nothing changes until you click **Save Changes**. **NOTE:** If you see **Soon** instead of a toggle, that notification isn’t available on that channel yet. A few notifications, such as **Consent form missing before appointment**, **Treatment note missing after appointment**, **AI Scribe processed** and **Lead has not been contacted**, show Soon on every channel for now. ![Screenshot - 2026-10-14T095159.966](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095159.966.png?width=568&height=169&name=Screenshot%20-%202026-10-14T095159.966.png) #### Step 4: Set Up Notifications by Category Click on a category to expand it and view the available notifications. Toggle on the ones you want to receive, using the channel switches described above. **NOTE:** Client actions on your new online booking page raise the same notifications as they do on Pabau Connect: booking, rescheduling and cancelling, joining a waitlist, completing a form, submitting a capture form or website enquiry, leaving a review, signing a quote and paying online. ### Bookings Booking notifications cover all activities related to appointment bookings. You can receive notifications when a client takes an action, such as booking an appointment online, or when a team member performs an action, such as creating an appointment through the calendar. *![Screenshot - 2026-10-14T095241.162](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095241.162.png?width=552&height=267&name=Screenshot%20-%202026-10-14T095241.162.png)* - **New online booking** - A client books through the online portal. - **Client reschedules online** - A client moves a booking through the online portal. - **Client cancels online** - A client cancels a booking through the online portal. - **New calendar booking** - A team member books an appointment from the calendar. - **Calendar cancellation** - A team member cancels an appointment from the calendar. - **Calendar reschedule** - A team member reschedules an appointment from the calendar. - **Same-day cancellation** - A booking is cancelled on the same day as the appointment. - **Client joins waitlist** - A client adds themselves to a waitlist. - **Waitlist slot becomes available** - A slot frees up for a waiting client. - **Practitioner assignment changed** – You’re added to or removed from a client’s appointment. **NOTE:** These notifications go to the assigned practitioner for the appointment. Waitlist notifications go to staff members with access to that location instead. If you would like to receive notifications for all online bookings, regardless of who they are booked with, you can set up an email for company notifications in your online booking settings. For more details, refer to the **[following guide.](https://support.pabau.com/en/pabau2/how-to-enable-company-booking-notifications?hsLang=en)** **NOTE:** For bookings, reschedules and cancellations made on your new online booking page, the notification says **booked online**, **rescheduled online** or **cancelled online** rather than **online via Connect**. When a client cancels online, the appointment’s cancellation reason shows as **Cancelled online by the client**, so you can tell it apart from a cancellation made by your team. ### Appointment Activity Live signals from the clinic floor, such as check-ins and no-shows. ![Screenshot - 2026-10-14T095316.911](https://support.pabau.com/hs-fs/hubfs/Pabau%202%20Knowledge%20Base/Screenshot%20-%202026-10-14T095316.911.png?width=591&height=276&name=Screenshot%20-%202026-10-14T095316.911.png) - **Client checks in** - A client is marked as arrived or checked in. - **Client marked as no-show** - A client is marked as a no-show. - **Appointment completed** - A practitioner closes the appointment record. ### Care Shown as **Forms & Clinical Documents**. Covers consent forms, medical history, capture forms and lab results. ![Screenshot - 2026-10-14T095357.377](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095357.377.png?width=603&height=285&name=Screenshot%20-%202026-10-14T095357.377.png) - **Client completes a form** - A client submits a form through the client portal. - **Consent form signed** - A client e-signs a consent form. - **Medical history updated** - A client updates their medical history. - **Capture form submitted** - Someone submits one of your capture forms. - **Lab result received** - A result for a test you ordered, or were assigned, comes back from the lab. ![The Forms and Clinical Documents category with the Lab result received notification marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/428765663436-01-lab-result.png) *Switch on Lab result received under Web to hear when a result comes back* **NOTE:** **Lab result received** is sent when a result arrives automatically from a connected lab. It isn’t sent for results added to the client card by hand. ### Payments Covers inbound payments, deposits, refunds, and product or package sales. ![Screenshot - 2026-10-14T095433.809](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095433.809.png?width=560&height=280&name=Screenshot%20-%202026-10-14T095433.809.png) - **Payment received** - A client payment succeeds. - **Payment failed** - A charge fails, for example a declined card. - **Deposit paid** - A client pays a deposit. - **Refund issued** - A refund is processed. - **Package purchased** - A client buys a package. - **Gift card purchased** - A gift card is sold. **NOTE:** These notifications go to the client's owner and the appointment owner. If neither is available, they go to the admins instead. "Package purchased" and "Gift card purchased" notifications go to staff at the relevant location instead. Payment notifications tell you how the client paid and, for payments taken in the clinic, who took them. For example: **Jane Doe paid online by card**, or **Jane Doe paid by cash, taken by Sarah Jones**. ### Memberships Covers recurring membership lifecycle events. ![Screenshot - 2026-10-14T095506.432](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095506.432.png?width=586&height=293&name=Screenshot%20-%202026-10-14T095506.432.png) - **Membership purchased** - A membership is bought or activated. - **Membership cancelled** - A member cancels their membership. - **Membership paused** - A member pauses their membership. - **Membership resumed** - A member resumes their membership. **NOTE:** These notifications go to staff at the relevant location, or to admins if no location applies. ### Leads & Enquiries Covers new leads, website enquiries, and quote activity. ![Screenshot - 2026-10-14T095538.791](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095538.791.png?width=611&height=301&name=Screenshot%20-%202026-10-14T095538.791.png) - **New lead created** - A staff member manually creates a lead. - **Lead submits website form** - A website visitor submits an enquiry form. - **Quote created** - A quote is created. - **Quote signed** - A client or prospect signs a quote. **NOTE:** A website lead has no owner yet, so **Lead submits website form** goes under the bell to everyone who can open the Leads page: the account owner and every team member whose permissions include access to Leads. The email only goes to those of them who have switched it on. A team member who has saved their own **Email** toggle for it gets the email if it is on, and not if it is off. A team member who has never saved their own setting gets it only if they are in the **Default Team** and the Default Team’s own setting for it has Email on; team members in any other team who have never saved their own setting don’t get the email. A lead that already has an owner only emails that owner. The email names the form the lead filled in. Its subject is **New website lead from** followed by the lead’s name, and it reads “\[lead name\] submitted a form on your website: \[form name\]”, with a **View lead** button. If your clinic’s sensitive data (HIPAA) setting is on, the lead’s name is left out: the subject is **New website lead** and the email reads “Someone submitted a form on your website: \[form name\]”. #### **How Do I Stop Getting Website Enquiry Emails?** Each team member does this for themselves: open **Account Settings → Notifications**, find **Lead submits website form** under **Leads & Enquiries**, switch off **Email** and click **Save Changes**. Once saved, their own choice always applies to them. To stop someone receiving enquiries at all, remove their access to the Leads page in their permissions. ![The Leads & Enquiries category in Account Settings, Notifications, showing the Email, Web and App toggles for Lead submits website form](https://support.pabau.com/hubfs/kb/sn-1-website-lead-row.png) *Switch off Email on Lead submits website form to stop the website lead email* If an address still gets the email after everyone has switched it off, check the capture form itself: a capture form can also email a fixed list of addresses on every submission, whatever anyone's notification settings say. ### Reviews Covers public reviews and private feedback for the clinic and individual practitioners. ![Screenshot - 2026-10-14T095611.296](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095611.296.png?width=597&height=291&name=Screenshot%20-%202026-10-14T095611.296.png) - **New review received** - A 4-5 star review is left. - **Low rating received** - A 1-3 star review is left. - **Client submits feedback** - A client leaves written feedback. ### **Inbox** Covers new client messages in your Engage inbox, across SMS, WhatsApp, email, webchat and social, plus secure messages. ![Screenshot - 2026-10-14T095714.448](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095714.448.png?width=597&height=316&name=Screenshot%20-%202026-10-14T095714.448.png) - **New conversation** - A client starts a new conversation in your Engage inbox, on any channel. - **New message** - A client replies in an existing Engage conversation. - **New secure message** - A client sends a secure message in a conversation assigned to you. Only the assigned person is notified. With **New conversation** or **New message** switched on under **Web**, a pop-up appears at the top right of Pabau, near the bell, when a client gets in touch. If Pabau isn’t the tab you’re looking at, you’ll get a browser notification instead. Click either one to open the conversation in Engage. Secure messages assigned to someone never appear as a pop-up. Only the assigned person is told, through **New secure message**. ### System Account, security, and platform alerts, primarily intended for admins. ![Screenshot - 2026-10-14T095944.050](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T095944.050.png?width=563&height=321&name=Screenshot%20-%202026-10-14T095944.050.png) - **New user invited** - A team member is invited to the account. - **User role changed** - A team member's permissions are changed. - **Data export requested** - Someone requests a data export. - **Report is ready** - A requested export is completed. **NOTE:** Most of these notifications go to admins and the account owner at that location. "User role changed" only goes to the team member whose role was changed. #### Step 5: Save Your Changes Once you've selected your preferences, click **"Save Changes"** in the top right corner of the Account Settings page. *![Screenshot - 2026-10-14T100013.017](https://support.pabau.com/hs-fs/hubfs/Team%20category/Screenshot%20-%202026-10-14T100013.017.png?width=626&height=260&name=Screenshot%20-%202026-10-14T100013.017.png)* With your notification preferences set up, you'll stay on top of the client and clinic activity that matters most to you, whether it's through email, the notification bell, or pop-up alerts inside the web app. #### Why Am I Not Receiving Staff Notifications? Work through these checks in order. 1. **Check the right person's settings.** Notification settings are personal. The team member who is missing emails must open their own **avatar → Account Settings → Notifications** — changing yours doesn't change theirs. 2. **Check the Email toggle, not just Web.** Email and Web are separate. Make sure the **Email** toggle is on for that notification, then click **Save Changes**. 3. **Look for "Soon".** If a notification shows **Soon** instead of a toggle under **Email**, it isn't sent by email yet. Use the **Web** toggle to get it under the bell icon in Pabau. 4. **Email toggle greyed out?** There's no email address on that team member's profile. Add one — see [How to Update a Staff Member's Email](https://support.pabau.com/en/pabau2/how-to-update-a-staff-members-email?hsLang=en). 5. **Check who it's sent to.** Some notifications only go to certain people — for example, booking notifications go to the practitioner the appointment is with, and payment notifications go to the client's owner or the appointment owner. If you aren't that person, you won't receive it. 6. **Check your inbox.** Look in your spam or junk folder and make sure the address on your profile is spelled correctly. **NOTE:** Staff notifications are separate from the clinic-wide booking email. To send every new online booking to one address, see [How to Enable Online Booking Notifications](https://support.pabau.com/en/pabau2/how-to-enable-company-booking-notifications?hsLang=en). **What's next?** - [How to Manage Account Settings](https://support.pabau.com/en/pabau2/account-settings-0?hsLang=en) - [Getting Started with the Engage Inbox](https://support.pabau.com/en/pabau2/getting-started-with-the-engage-inbox?hsLang=en) - [What to Do When Lab Results Stop Syncing](https://support.pabau.com/en/pabau2/what-to-do-when-lab-results-stop-syncing?hsLang=en) --- Was this guide helpful? Let us know by voting below - your feedback helps us write clearer articles. 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