How to Configure Notifications, SMTP and Slack in CrmLeaf
All editions. Core feature — no add-on required. SMS and WhatsApp delivery requires the SMS add-on module. Mobile push notifications are delivered to the CrmLeaf mobile app.
Availability: All editions. Core feature — no add-on required. SMS and WhatsApp delivery requires the SMS add-on module. Mobile push notifications are delivered to the CrmLeaf mobile app.
Overview
CrmLeaf communicates with your team and your clients by email, by Slack, and by push notification to the mobile app. All three live on one settings screen, as tabs — Email, Slack and Push Notification — not as separate menu items.
Configure Email first. It underpins invitations and document sending, and it is also the source list every other channel builds from — Slack and push notifications are both driven from the same list of notification types as email, just delivered elsewhere.
How It Works
Each tab pairs the same two things: a connection to configure (your mail server, your Slack webhook), and a checklist of which notification types should use that channel. Push notifications work differently — the push service itself (which provider, and its API keys) is configured at the CrmLeaf platform level, not by you; what you configure on the Push tab is which notification types push to the mobile app.
Configure Email → Choose which notifications email sends → Connect Slack → Choose which notifications post to Slack → Choose which notifications push to mobile
- Email is per account. Email your account sends uses your own mail configuration and your own branding, so clients receive documents from your business rather than a generic sender.
- Both Email and Slack have a test. Use them — a failed test is far cheaper than a missed invoice.
- Each channel has its own per-notification-type checklist. The Email, Slack and Push tabs each show the same list of notification types with their own checkbox and a Select All — a notification type can be sent by email, posted to Slack, pushed to mobile, any combination, or none.
- The push service is chosen and configured at platform level, not by you. Your provider picks and configures the underlying push service; your Administrator's role on the Push tab is limited to choosing which notification types push, the same way as for Slack.
- Modules raise their own notifications. Documented examples include task assignments and reminders, leave, expenses, vendor payments, recruitment events and schedule reminders, plus budget threshold alerts and budget approval requests, and notifications to eligible staff when a dispatch is awaiting assignment.
- Slack is configured per company, with a single webhook. One incoming webhook URL per account, so effectively one destination channel. Additional channels such as SMS and WhatsApp are provided by the SMS add-on module.
Who Can Use This Feature?
Administrator
- Configure the account's SMTP settings and send a test message.
- Set which notifications the account sends.
- Connect Slack and send a test message.
- Configure push notification settings for the mobile app.
This functionality is available only to Administrators. Individual users manage their own notification preferences on their profile.
Prerequisites
- The company profile is complete, because outbound email uses your company branding.
- SMTP credentials from your mail provider.
- Permission from your Slack workspace administrator, if you are connecting Slack.
- The CrmLeaf mobile app installed on a device, to verify push delivery.
For Administrators
Step 1: Configure Email
What to do: Complete the mail configuration and Save: from name, from email address, mail connection, mail driver (Mail or SMTP), mail host, mail port, mail encryption, mail username and password, and the email-verified setting. Complete every mandatory field before saving.
What to verify: No validation messages remain.
Step 2: Send the test and choose which notifications email
What to do: Use Send Test Notification on the Email tab, then check the inbox you sent it to. On the same tab, use the notification checklist (with a Select All) to choose which notification types should send by email.
What to verify: The test message arrives. Do not move on until it does — invitations, document sending and mobile push all depend on working email.
Step 3: Connect Slack, test it, and choose which notifications post
What to do: Switch Slack on, enter your incoming webhook URL, optionally upload a logo for the notification, and Save. Use Send Test Notification on the same tab. Then use the notification checklist on the right to choose which notification types post to Slack.
What to verify: The test message appears in Slack.
A CrmLeaf account has one Slack webhook, so effectively one destination channel — there is no way to route different notification types to different Slack channels from this screen.
Step 4: Choose which notifications push to mobile
What to do: The push service itself (which provider is used, and its connection details) is configured by your CrmLeaf provider at platform level — you will not see a service or API-key field here. What you do configure is the notification checklist (with a Select All), the same pattern as Email and Slack, choosing which notification types push to the mobile app.
What to verify: A user signed in to the CrmLeaf mobile app receives a push notification for a type you enabled, and selecting it opens the relevant screen.
Step 5: Brief users on their own preferences
What to do: The checklists above set which notification types are eligible to send at all, per channel. Tell users they also have their own notification preferences on their profile, which further narrow what they personally receive within the types you have enabled.
What to verify: A test user's behaviour matches both the account-level checklist and their own preferences.
Communication Channels
| Channel | Where it is configured | Notes |
|---|---|---|
Settings → Notification Settings → Email tab | Per account, with a built-in test and its own per-notification-type checklist. Uses your company branding. | |
| Slack | Settings → Notification Settings → Slack tab | Per account, with a built-in test and its own checklist. One webhook per account. |
| Mobile push | Settings → Notification Settings → Push Notification tab | The push service is configured at platform level; the Administrator only chooses which notification types push, via the same checklist pattern. Deep-links to the relevant screen. |
| SMS and WhatsApp | Provided by the SMS add-on module | Requires the add-on to be enabled for your account. |
Expected Result
Your account sends email through your own mail configuration with your branding, the SMTP and Slack tests both succeed, the notifications you want are switched on, and mobile users receive push notifications that open the right screen.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Email, Slack and Push are three tabs on one screen (Settings → Notification Settings), not three separate menu items. Each has its own per-notification-type checklist.
- The push notification service and its connection details are configured at platform level by your provider. As an Administrator you choose which notification types push; you do not choose or configure the underlying service.
- Use the Email test before rolling CrmLeaf out. Invitations, document sending and payment reminders all depend on email working.
- Notification settings are held at Company level and apply across its Organizations.
- Add-on modules bring their own notifications. Budget threshold alerts and approval requests, for example, arrive only once the Budget module is enabled.
- SMS and WhatsApp require the SMS add-on module. Confirm it is included in your plan.
Common Scenarios
Example: clients receive invoices from your own domain. The Administrator configures SMTP with the company's own mail provider and sends the test. Invoices and payment reminders then reach clients from the business's own address, with the company's branding.
Example: keeping field staff informed. A dispatch is created as awaiting assignment and eligible staff are notified. Because push follows email, the assigned dispatch manager also receives a push notification on the mobile app that opens the dispatch directly.
Example: too much noise. A team complains about the volume of email. The Administrator reviews notification settings, switches off the low-value notifications, and reminds users they can refine their own preferences — which also reduces their push notifications.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| No email is being sent | The Email tab is not configured or the configuration is incorrect | Complete the Email tab and use its test until a message arrives. |
| The Email test fails | A mandatory mail field is missing or incorrect | Re-check the values with your mail provider and test again. |
| A user receives no notification for an event | That notification type is unchecked on the relevant channel's checklist, or is narrowed further in the user's own profile preferences | Check the checklist on the Email/Slack/Push tab, then the user's profile preferences. |
| Mobile push is not arriving | That notification type is unchecked on the Push tab's checklist | Enable the notification type on the Push tab. The underlying push service itself is configured at platform level, so if the whole channel is down, contact your provider. |
| Slack messages do not arrive | Slack is switched off, the webhook is incorrect, or the notification type is unchecked on the Slack tab | Complete the Slack tab, use its test, and check the notification-type checklist. |
| Notifications for a module never appear | The add-on module is not enabled for the account | Enable the module, then re-check notification settings. |
Frequently Asked Questions
Do I choose the push notification service?
No. The push service and its connection details are configured at platform level by your provider. As an Administrator, you choose which notification types push using the same checklist pattern as Email and Slack.
Can a user turn off notifications for themselves?
Yes. Users manage their own notification preferences on their profile, on top of whatever the account-level checklists on the Email, Slack and Push tabs already allow.
Is there a test for Email and Slack?
Yes. Both tabs include a Send Test Notification control. Use it before relying on the channel.
Can I send WhatsApp messages from CrmLeaf?
SMS and WhatsApp are provided by the SMS add-on module, which must be enabled for your account.
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