Notifications: What Triggers What

What this article covers

This guide explains notification channels, event groups, read states, deep links, grouping and the current v1 limits. The Activity Log remains the fuller historical record when you need to investigate an event after the notification has been cleared.

Before you start

Confirm that your LeanSite email address is current. Agents should allow operating-system notifications for the LeanSite Agent app. The v1 release uses the default channel logic for each role and event; individual users cannot configure per-event channel preferences.

1. Open the notification feed

Select the bell in the top navigation.

Alt text: LeanSite top navigation showing Ask Vera and the notification bell with an unread-count badge

Its badge shows unread activity. Each item includes an event description, timestamp and link to the relevant record.

Alt text: Internal Notifications release image showing the web notification feed in the FM Portal.

2. Open the related operating record

Select a notification to follow its deep link to the work order, budget request, quote, invoice, message, vendor relationship, invitation, property, asset or account event that produced it. Opening the item marks it as read. Use Mark all as read when you have reviewed the feed. Use the current clear or dismiss action only after the notices no longer require attention.

An approval notice may show an action in the feed. Review the underlying record and its context before approving or rejecting it.

3. Understand the delivery channels

Channel	Primary use in the documented release
In-app web	First channel for active FM Portal and Service Provider Portal users
Mobile push	Agent assignments, reassignment, cancellation, instruction updates and messages, subject to device permission and connectivity
Email	High-importance events and events sent while the relevant user is offline

High-importance examples in the release note include 100% NTE breaches, payment failures and urgent assignments. Payment-received email to a service provider is treated as a high-priority transactional notice.

Alt text: Mobile device displaying LeanSite Agent push notifications linked to field work.

4. Identify what triggered the notice

The internal trigger register groups 70 documented events across nine domains:

Domain	Examples of documented triggers
Work Orders	Created, assigned, started, status changed, completed, confirmed, cancelled, overdue or reassigned; notes updated
Budget & NTE	Budget set; NTE set or updated; 80% warning; 100% breach; adjustment requested, approved or rejected; transfer initiated or completed
Quotes & Estimates	Requested, submitted, approved, rejected or revised; review code requested
Payments & Invoicing	Invoice generated or sent; payment received, failed or overdue; payout initiated or completed; dispute raised
Messaging	New message, offline digest, attachment shared or direct FM and service-provider message
Preferred Vendors	Invitation sent, accepted or declined; status removed; application approved or rejected
Invitations & Onboarding	Organisation or business invitation sent, accepted or expired; role updated; member removed
Property & Assets	Property added or assigned; asset linked to work; asset flagged for maintenance
System & Admin	Account creation, password events, new-device login, maintenance announcement, deactivation or feature update

Use the event wording and linked record to decide what action is required. A notification confirms that an event was raised. The operating record shows its current state.

5. Understand grouping and duplicate control

LeanSite can group several status changes from the same work order within a short window. Multiple unread messages in one thread can appear as one notification. An unread 80% or 100% budget warning should not repeat. These controls reduce repeated alerts while keeping the underlying events available in their records and audit trail.

6. Use calendar reminders within their defined scope

The supplied Settings screen shows organisation-wide email and in-app reminders for scheduled work orders, with visible choices of 1 day, 3 days or 7 days before the scheduled date. Treat these as work-order calendar reminders. They do not prove a general personal notification-preference centre.

Alt text: Settings page showing email and in-app calendar reminders with 1-day, 3-day and 7-day timing options.

7. Know the current limits

The documented v1 release does not support SMS, Slack, third-party webhooks, multilingual templates or individual per-event notification preferences. Notification logs in the Admin Portal retain 30 days according to the internal note. Confirm retention in the current release before stating it in administrator-facing material.

Expected result

You can recognise the event that generated a notification, open its operating record, distinguish web, mobile and email delivery, clear reviewed items and use the Activity Log when you need a broader historical trail.

If an expected notification is missing

Open the affected operating record and confirm that the triggering event occurred. Check the user’s role, registered email address, Agent app permission, device connectivity and current unread feed. An Org Owner can use available administrator logs to confirm delivery. Contact LeanSite Support with the record ID, event, expected recipient and approximate time when the event is absent from both the feed and audit evidence.

Use the Activity Log
Complete an Internal Task as a Team Member
Understand Budgets and Not-to-Exceed Limits
Understand Invoice and Payment Status
Get Help and Contact LeanSite Support