Set Up Email Notifications
Set Up Email Notifications
Configure automatic email notifications for various academic events, deadlines, and system activities.
Time required: 15-20 minutes
Module: mail, openeducat_core_enterprise
User role: System Administrator
Prerequisites
- System Administrator role
- Outgoing email server configured
- Email templates available
Steps
Step 1: Access Notification Settings
- Go to Settings -> General Settings
- Navigate to Email section
- Click Configure Notifications
Step 2: Enable Notification Categories
| Category | Description | Recipients |
|---|---|---|
| Admission | Application updates | Applicants |
| Academic | Course/grade updates | Students |
| Fees | Payment reminders | Students/Parents |
| Attendance | Absence alerts | Students/Parents |
| Examination | Exam schedules, results | Students |
| Library | Due date reminders | Students |
Step 3: Configure Notification Triggers
For each category, set triggers:
| Event | Notification | Timing |
|---|---|---|
| Admission submitted | Confirmation email | Immediate |
| Admission approved | Welcome email | Immediate |
| Fee due | Payment reminder | 7 days before |
| Fee overdue | Overdue notice | 1 day after |
| Low attendance | Warning email | When below threshold |
| Exam scheduled | Schedule notice | 1 week before |
| Result published | Result notification | Immediate |
| Book due | Return reminder | 2 days before |
Step 4: Set Recipient Rules
Configure who receives notifications:
| Notification | Primary | CC | BCC |
|---|---|---|---|
| Admission status | Applicant | - | Admin |
| Fee reminder | Student | Parent | Accounts |
| Attendance alert | Student | Parent | - |
| Exam schedule | Student | - | Faculty |
Step 5: Configure Notification Preferences
Allow users to manage preferences:
- Enable User Preferences option
- Users can opt-out of non-critical emails
- Set mandatory notifications (cannot opt-out)
Step 6: Set Up Digest Emails
For less urgent notifications:
| Digest Type | Frequency | Contents |
|---|---|---|
| Daily Summary | Once daily | All updates |
| Weekly Digest | Weekly | Activity summary |
| Monthly Report | Monthly | Comprehensive review |
Step 7: Test Notifications
- Go to Settings -> Technical -> Email -> Emails
- Click Send Test Email
- Verify delivery and formatting
Step 8: Save Configuration
Click Save to activate notification settings.
Notification Schedule
Configure sending times:
| Time Window | Use Case |
|---|---|
| Business hours | 8 AM - 6 PM |
| Quiet hours | No emails 10 PM - 7 AM |
| Immediate | Critical alerts only |
Field Reference
Notification Settings
| Technical Field | UI Label | Type | Notes |
|---|---|---|---|
notification_type | Type | Selection | email/sms/push |
trigger_event | Trigger | Selection | Event type |
timing | Timing | Selection | immediate/scheduled |
template_id | Template | Many2one | Email template |
recipient_ids | Recipients | Many2many | Target users |
Troubleshooting
Notifications not being sent
- Check email server is configured and active
- Verify scheduled action is running
- Review failed email queue
Wrong recipients receiving emails
Review recipient rules and user group assignments.
Emails going to spam
- Configure SPF/DKIM records
- Use verified sender domain
- Avoid spam trigger words
Related: Configure Email | Configure Email Templates