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Task Session – Chat Emails & Notifications Guide

This guide explains how chat emails, notification rules, scheduled sending, and in-app alerts work in Task Session.

1. Types of Notifications

There are four different systems:

  • Inbox Mail
    Connected email (Gmail, Outlook, SMTP) used inside the system.
  • System Emails
    Automated emails such as invites, password reset, and summaries.
  • Chat Email Notifications
    Emails triggered by chat activity based on settings.
  • Bell Notifications
    In-app alerts only. These do not send emails.

2. Global Settings (Admin)

Go to:

Admin ? Chat Settings

Page path: admin/chat-settings.php (example URL: https://yourdomain.com/admin/chat-settings.php)

Configure:

  • Admin email notifications
  • Staff email notifications
  • Client email notifications
  • @Mention email behavior

These settings apply across the system.

3. Project / Task Settings

Each project, group, or task can override global settings. Open Email notifications from the place you are working (for example a project discussion, group chat, or task screen).

Example page paths:

  • Project discussion: discussion.php?project_id=…
  • Internal / group chat: chatting.php (e.g. chatting.php?group=… or chatting.php?user=…)
  • Task chat: open the task (e.g. from project board or task URL) and use the email notifications entry there.

Options:

  • Use default settings
  • Apply custom notification settings

4. Email Logic

The system processes notifications in this order:

  1. Global settings (Chat Settings)
  2. Project / group / task settings
  3. User preferences

@Mentions can send emails even if general notifications are disabled.

5. Scheduled Sending (Cron)

Chat emails are not sent instantly.

Admin cron screen: admin/cron.php — use this to see or enable scheduled jobs when your build lists them there. The server must also run the project root cron.php (or individual scripts under cron/) on a schedule, as your host documentation describes.

They are:

  • Collected
  • Sent in batches
  • Triggered by scheduled jobs (cron)

Cron must be active for:

  • Direct chats
  • Group chats
  • Task chats
  • Project discussions

6. Email Templates

Go to:

Admin > Email Setting

Page path: admin/email-setting.php (example URL: https://yourdomain.com/admin/email-setting.php)

Configure:

  • Email subject
  • Email content

Templates may include dynamic placeholders such as user name, project name, and links.

7. Bell vs Email

  • Bell notifications are in-app only (shown in the top header on every main page).
  • Email notifications require:
    • Templates — admin/email-setting.php
    • Cron — admin/cron.php / server schedule + cron.php at site root
    • Mail configuration — general site & SMTP: admin/system-settings.php; connected inbox (Gmail/Outlook/SMTP): admin/email-setup.php (names may match your menu: Email Settings / Setup)

8. After Update

After upgrading:

  • Run system updates or migrations
  • Verify settings are saving correctly

9. Troubleshooting

No emails:

  • Check cron job
  • Check templates are filled
  • Confirm unread activity exists

Incorrect behavior:

  • Review project-level settings
  • Reset to default if required

Bell working but no email:

  • Check email system configuration

Summary

For email notifications to work:

  • Configure Chat Settings
  • Set Email Templates
  • Ensure cron jobs are running

Bell notifications operate separately from email notifications.