➤ Product: OfficeRnD Workplace
➤ Who: Admins who manage organization and location settings
➤ Where: On the Admin Portal, Settings > Organization and Workplace > Locations
➤ Availability: All Workplace plans
When all admin notifications from OfficeRnD Workplace go to a single inbox, the team at each office must search that inbox for requests from their location. You can give each location its own notification email. The admins at each office then receive booking, ticket, and survey notifications for their location directly.
Admin notification emails work at 2 levels: the organization and the location. Some ticket and settings notifications go to one specific admin instead, for example, the admin assigned to a ticket.
Before you begin
Confirm these 2 requirements before you change a notification email. Without them, you cannot complete the steps in this article.
You need access to Settings > Organization and Workplace > Locations in the Admin Portal.
Each office must have a location in Workplace. A location must exist before you can give it a notification email. Add a location for each of your offices →
How admin notifications choose a recipient
Each admin notification checks a fixed list of recipients and uses the first recipient that exists. The list goes from the most specific recipient to the most general recipient.
For most admin notifications, Workplace checks the recipients in this order:
The admin assigned to the ticket. This step applies to ticket notifications only.
The location notification email, if the location has one.
The organization notification email.
If a location has no notification email, the organization notification email receives the notifications for that location. The organization notification email is the fallback for every location. For this reason, set the organization notification email first.
Set the organization notification email
The organization notification email receives every notification that has no assigned admin and no location notification email. Follow these steps to set the organization notification email.
Go to Settings > Organization.
Open the General tab.
In the Notification email field, enter the email address that must receive notifications for the whole organization.
Click Update to save the change and apply the new email address.
Every location without its own notification email now sends its notifications to the organization notification email. To send the notifications of one location to the team at that office, set a notification email for that location.
Set a notification email for a location
A location notification email replaces the organization notification email. Repeat these steps for each location that has its own admin team.
Go to Workplace > Locations. The list of your locations opens.
Click the location name.
In the notification email field, enter the admin team's email address for this location.
Click Update to save the location notification email.
The notifications for this location now go to the location notification email. The organization notification email no longer receives notifications for this location.
Who receives each admin notification?
Each notification type uses its own recipient rule. Use the next table to find the recipient of a specific notification.
Note: Booking notifications are sent only when admin notification emails for bookings are turned on under Settings > Organization > General.
Category | Notification | Recipient |
Tickets | Admin assigned to an issue | The admin assigned to the ticket. |
Tickets | OfficeRnD - Employee Feedback | The admin assigned to the ticket. If no admin is assigned, the location notification email. If the location has no notification email, the organization notification email. |
Tickets | New Comment on issue | The admin assigned to the ticket. If no admin is assigned, the location notification email. If the location has no notification email, the organization notification email. |
Bookings | OfficeRnD - Booking Canceled | The location notification email. If the location has no notification email, the organization notification email. |
Bookings | OfficeRnD - Employee Booking Created | The location notification email. If the location has no notification email, the organization notification email. |
Bookings | OfficeRnD - Employee Booking Request | The location notification email. If the location has no notification email, the organization notification email. |
Bookings | OfficeRnD - Employee Booking Updated | The location notification email. If the location has no notification email, the organization notification email. |
Bookings | OfficeRnD - Upcoming tentative bookings | The location notification email. If the location has no notification email, the organization notification email. |
Settings | Admin SSO successfully enforced | Only the admin who enforced SSO for admins. The location notification email and the organization notification email do not receive this notification. |
Surveys | Healthcheck Questionnaire Failure | The location notification email. If the location has no notification email, the organization notification email. |
Best practices
These practices help each notification reach an admin who can act on it.
If several admins manage one location, then enter a shared inbox as the location notification email. A shared inbox still receives notifications when one admin is away.
If your organization processes many bookings each day, then use a dedicated email address for the organization notification email. Booking notifications can quickly fill a personal inbox.
If you give every location a notification email, then keep the organization notification email current. The organization notification email receives the notifications for any new location that has no notification email.
FAQs
Why does the organization inbox receive notifications for a location that has its own team?
The organization notification email receives the notifications for a location when that location has no notification email. To send these notifications to the office team, go to Workplace > Locations and enter a notification email for the location.
Who receives ticket notifications when no admin is assigned to the ticket?
The 'OfficeRnD - Employee Feedback' and 'New Comment on issue' notifications go to the location notification email when no admin is assigned to the ticket. If the location has no notification email, these 2 notifications go to the organization notification email.
Do employees receive admin notifications?
Employees do not receive admin notifications. Employees receive separate notification emails, and you can change the content of those emails in the employee email templates. Edit the emails that employees receive →
What happens after I clear a location notification email?
After you clear a location notification email, the organization notification email receives the notifications for that location again.