Set notification settings for users as an admin
in progress
Eric van Horssen
Can the default notification settings be controlled by an administrator?
The current default settings for a user, are to broad for our goal.
If the user upon initial start of use, gets too many notifications, they will just go into the settings, and have the urge to turn all off.
(Or they use a mail rule, to turn them over to an bulk folder)
Please make it so we can set a different standard per Team
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Brendan W
Hey, everyone! 👋
While we build out the underlying system to power admin customization for notification settings, we're revisiting our designs and experience for actually creating presets and setting them by user role.
I've filmed a video going over these changes and we'd love to get your feedback!
Thank you in advance 😎
Leon Prather
Brendan W Nailed it, yes
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Rebecca Julius
The changes shown in the video don't address my core concern here - and that's that I want to make sure users have notifications set to get emails when they are mentioned in comments. That's my biggest problem - not getting replies when users are mentioned and needing to confirm if they have notifications turned on, and are just ignoring the question, or if they were never notified. Thanks!
Brendan W
Rebecca Julius Hey, there! You can create a preset with "email" enabled for the notification settings you want your users to receive. Then, select that preset for the roles/custom roles of said users, and they will have those email settings enabled now.
If they go ahead and customize their notifications back to off, that's it in their power as we won't be restricting/locking down what they can customize themselves.
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Rebecca Julius
Does changing the default affect CURRENT users, or only new users? Will this allow me to change the current notifications for all current users?
Brendan W
Rebecca Julius: What do you think it should do? Our current thinking is allowing both as a choice :)
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Rebecca Julius
Brendan W both as a choice would be fine. I'd want to be able to change the settings current users have set up. The issue I always have is that certain users don't know how to set their notifications correctly to ensure they are notified on appropriate activity. Thanks!
Brendan W
Rebecca Julius Understood, thanks for the feedback!
We'll be presenting admins an option of "force update everyone in this role" or "update those who haven't customized their notifications" when you change a role's preset.
Franziska Tryzna
I agree with a lot that's been already said. A feature to override for existing users by choice would be a great help as this is a feature being added after the system is in use for quite a while. Also the minimal notification setting should be considered so users can't block themselves off too much.
Is there a timeline when this will be added to productive? And will it be available for all ClickUp plans?
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Robert Sando
I reviewed the video and a critical feature that would make a world of difference is the ability to require users to have a MINIMUM notification setting. The problem with having a default that users can override is that some users, either by intent or mistake, may choose to have NO notifications. This is a problem: When someone fails to complete a task, it's important for the project manager to know, with a high degree of certainty, that the person was notified. Without the ability to require a minimum notification setting, Clickup, enables a permanent vector of uncertainty.
You might say, "tell them to enable a minimum notification" but, unless I'm an administrator, I won't have any way of knowing that another use actually does that. Its a potential, perpetual headache easily eliminated by have a required minimum notification.
Thanks for your consideration.
Brian Rohde
Robert Sando Very valid point!
Franziska Tryzna
Robert Sando I second this!
Stefan Kuhlmann
Can an administrator-defined default preset still be modified by the user himself?
Dave Christy
This is awesome, can't wait as I spend so much time training individuals on notification best practice settings.
Brendan W
Hey, everyone! 👋
While we build out the underlying system to power admin customization for notification settings, we're revisiting our designs and experience for actually creating presets and setting them by user role.
I've filmed a video going over these changes and we'd love to get your feedback!
Thank you in advance 😎
Jackson James
Brendan W briliant. Can you do something similar for the sharing of Chat Sections?
Craig Wallace
Brendan W This looks good and makes perfect sense! Couple of questions:
- Does this only apply to new user accounts or will it overwrite all existing user notification settings?
- If it’s only for new user accounts, it would be great if we had the ability to deploy settings on a per-user basis. That way, we can just take care of it for those users (every company has ‘em!) who can’t/won’t update their own settings.
If it will overwrite existing user notification settings, it would be great if the user got an alert saying that they have received new notification settings and that they can accept or deny them from being applied.
Brendan W
Jackson James There's a seperate Canny request you can upvote for just that thing!
Brendan W
Craig Wallace
- What do you expect? Our initial plan here is to make it affect anyone who hasn't yet modified their settings, whether its a new user or existing user, when they're placed into that specific role
- This isn't something I think we'll be adding right now transparently. I think if you have an individual user or small group of users you need to have update settings, you can work with them one-on-one.
Sascha Löffler
Brendan W exactly what we need for our guest users.
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Tom McCaul
Brendan W this looks absolutely great but not being able to apply for our existing 300 so guests (guests=clients as we're an agency) makes it fairly useless.
Our clients don't update the notification settings, get bombarded and regularly miss important updates due to the notification noise.
This would be perfect if you had an "apply to all existing user types" button.
Karel VGH
Brendan W Looks great, looking forward to it!
My usecase: let me set a 'send email on mention or task assigment' for all my users, so they will always get an email when they have to do something.
Anthony Browne
Brendan W This is a great start! 👍 I would love to see this in action. The clients in my last project weren't happy with being bombarded with so many notifications from my project list, despite me sending them a training video on how to edit their own settings, so this would go a long way to avoiding this needless friction. Looking forward to seeing this feature rolled out! 🎉✨
Konstantinos Tsio
Brendan W Looks pretty good and solid. However, I would still like to have the option to apply settings throughout the whole Workspace without the users being able to still override them.
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Jeremy Gallas
Brendan W - My expectation is exactly what you said. "Make it affect anyone who hasn't yet modified their settings, whether it's a new user or existing user, when they're placed into that specific role."
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Jeremy Gallas
Brendan W - I've needed this for years. Like, before Covid. Years. Many of my customers aren't tech-savvy enough to manage the notifications well. They stick with the default and complain once a month about how many emails they get.
Eddie Escobar
Brendan W This is great. Would there be an option for users to select these presets on the mobile app? We have a lot of guests and users who use the ClickUp mobile app exclusively and aren’t tech savvy, so working one on one with them to update their notification settings on a browser would be very inefficient. Thank you for the updates!
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Robert Sando
Brendan W I added a comment above about an admin having the ability to require a minimum notification setting for all users. Please see the full explanation there.
Christine Shiomi
Brendan W , I want to start by saying I really appreciate the team working on rolling this out. Re our company I'm placing our requests below for consideration in priority of importance to us.
1. Fixing the exiting pain point: Allow us to update existing users (internal and guest) to apply the preset we want applied to them. Especially for those of us who have hundreds of users. Many of ours have modified already to notifications so minimal they do nothing to benefit them so a setting to apply to those who haven't modified won't help. As MVP if you could create an overall override option (with a confirmation message telling us are you sure you want to override) I think many of us would use that just to baseline everyone then allow them to go in and update.
2. Gold Standard: Admin to be able to see what notification settings each user is set to (preset, default, mentions etc) and change it if they wish. I can think of a number of different presets I would want based on the user types not just by internal, guest, etc. I'd want to set by user.
3. Mark certain notifications of admins choosing as mandatory so no user can unsubscribe from them.
4. Copying custom presets between user types (guest, member, admin) if we want the same custom presets available in each user type.
5. If we create 5 presets in the internal group and apply different presets to new users then delete a preset group will we be warned that the preset is applied to X users and have to assign them to a new one? Or will we not be allowed to delete the preset group ever?
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Claire Albrecht
Brendan W I would expect it to have an 'Override existing user settings?' prompt when switching on.
Also would be great re Craig's second point to at least be able to set by team, at some point.
Agree that required minimum notification settings would be great.
Also agree that a way to copy settings across user types would be a gratefully received timesaver.
Brian Rohde
Brendan W It looks very promising! Thanks for the Share!
Garrett McAllister
Brendan W When is this rolling out? The features in the video are what I'm looking to do.. but its a bit of a tease to show me something I can't use :/
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Rob Riccio
Brendan W Seems like there are 3 major pain points to solve among clients:
- Users who shut off all notifications and aren't receiving any notice of things they are responsible for.
- Users who get too many notifications and just ignore them / don't know which ones actually matter.
- Users need different settings by group / team, even if they have the same 'ClickUp Role'
We are in bucket 2 and 3; but I wouldn't want to solve for either 1 or 2 without the other as some clients with a huge pain point would go unadressed.
To actually solve for them, design would require:
- option for Admins to push an overwrite of existing user settings when applying a native or custom Preset / or apply only to new users & users who have not modified their own.
- ability for Admins to set certain notification types as mandatory within the Presets, so they cannot be turned off by users to whom it applies
- ability for Admins to apply Presets by Role, then by Team.
- if no admin settings exist for a user's Team, Role Preset applies. If none set for role, default settings apply.
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Jeremy Balius
This has become the most critical request for us. We don't need more ClickUp AI, we need to stop upsetting our users by being able to manage their notification settings at admin level.
Paul Zürcher
Brendan W Just checking in – could you give me a quick update on this?
Where do we currently stand, and do we have a planned release date?
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