Configure and manage notification preferences and alerts
How FreeMaint keeps you informed
Three channels: in-app, email, and mobile push.
A reading that crosses a threshold — from a FreeMaint Connect device rule or a meter trigger — has its own “Alerts” filter, on the notifications page of the web app and in the app's Inbox. A critical alert is shown in red with a warning sign, a warning in amber; opening it takes you straight to the alert or the meter. In the app, the filter appears for the people who receive these alerts.
Opening a notification — from the bell, the Notifications page or the mobile app — marks it as read everywhere, and the Notifications page updates by itself when you read one elsewhere. Reading its text in the list without opening it leaves it unread: use the check mark or « Mark All as Read ».
Color tells you the state; the icon and the label tell you the subject. A category label sits under every notification, so the color is never the only cue. The number on the bell counts unread notifications. Viewing the list does not mark them as read: open a notification, or use “Mark all read” — in the bell panel on the web, at the top of the Inbox in the app.
On the Notifications page, the filters at the top show only the categories you have received, counted over your whole history. Choose a category, “Unread” or “Read”, or type a word: the search looks through the titles and messages of all your notifications, not only those on screen. The list loads 50 at a time; the button at the bottom shows the next ones. “Show Archived” adds your archived notifications to the list.
Configure preferences early to avoid notification fatigue.
What triggers a FreeMaint notification, which channels carry each event, and how to tune who hears what
FreeMaint emits notifications when work orders, intervention requests, preventive maintenance plans, parts inventory and other entities change state. Every event flows through three delivery channels (in-app, email, push) and can be tuned per role, per channel, and per quiet-hours window.
Every notification can be delivered through three independent channels. A single event can fire on one, two, or all three — administrators control the matrix per event per role from the notification settings page.
Some events have both a per-occurrence channel and a daily roll-up digest. The classic example is overdue work orders: enabling workOrder.overdue floods recipients one email per WO, while workOrder.overdue.summary sends a single morning brief with the full list. Choose whichever matches your team's tolerance for inbox noise. Each recipient only finds the items their role's data visibility shows.
Each event corresponds to a specific state change in the system. Events are emitted at the source of the change — for example, when a work order is assigned, when a request is closed, or when stock drops below the reorder point — and are then routed to the recipients configured for that event.
Push and in-app channels respect the recipient's profile. Email subjects and bodies are translated into the user's preferred language at send time, regardless of the actor's language. There is no global quiet-hours window today — schedule-sensitive events should be opted out per recipient via the personal preferences page.
Recipients are resolved at emit time based on the event configuration. The same event can target different audiences depending on the role mapping you choose.
Turn these on to be told when someone enters an asset or a location by hand — useful while several people are building out the system. Bulk imports and asset duplication never trigger them, and a daily ceiling per person keeps a busy day from flooding your inbox. Both are off by default.
Subscribe by role rather than by named user. When you onboard a new manager, they automatically inherit the matrix; you don't have to remember to wire them in.
Issue: A user is not receiving an event they should
Solution: Check the event row in Settings → Notifications: is the relevant channel enabled, and does the role list include this user's role? Then check the user's personal preferences.
Issue: Emails arrive but pushes don't
Solution: The user must be logged into the mobile app on at least one device. Re-login if they recently changed phone.
Issue: Same event arrives twice
Solution: The user probably has two roles that both receive it (for example Admin and Manager on the same row). Duplicates are removed per channel, not across roles — set the row to a single role.
Issue: A user is not receiving an event they should
Solution: Check the event row in Settings → Notifications: is the relevant channel enabled, and does the role list include this user's role? Then check the user's personal preferences.
Issue: Emails arrive but pushes don't
Solution: The user must be logged into the mobile app on at least one device. Re-login if they recently changed phone.
Issue: Same event arrives twice
Solution: The user probably has two roles that both receive it (for example Admin and Manager on the same row). Duplicates are removed per channel, not across roles — set the row to a single role.
Customize your notifications
Control which events trigger alerts and through which channels.
Digest alerts (low stock, overdue work orders, overdue PMs, expiring contracts…) repeat only while the situation is unresolved. You are notified once when it appears, again whenever it changes, and then at the cadence you choose. Set it per event under Settings > Notifications: Only when it changes, or every 1, 3, 7, 14 or 30 days. Default: every 7 days.
Some notifications go to everyone holding a role (for example every manager, for each new request). In your profile, under Notifications, turn on “Only my teams” to receive those only for the work of your teams: the request's responsible section or the requester's team, the work order's teams, the inspection's, asset's or location's teams. If you lead a team, its sub-teams count too. Anything assigned to you, that mentions you, or that you requested, approve or follow always reaches you, and so does anything that belongs to no team (a stock-out, an expiring contract). Daily summaries are not filtered. A request or a work order also counts for its asset's teams and for the teams assigned to its location or to a location above it.
Keep: WO assignments, request approvals, critical stock alerts.
Email setup
Emails are sent through FreeMaint's own mail service, with a second provider as backup, and include direct links to FreeMaint.
Your plan does not cap the number of emails. To keep inboxes manageable, choose which events send an email under Settings → Notifications and use the daily digests.
Add freemaint.com to your safe senders: notifications come from notifications@freemaint.com and sign-in emails from security@freemaint.com.
Mobile alerts
Real-time alerts on your phone.
On iPhone, the number on the FreeMaint icon is your count of unread notifications — the same number as the bell. Each push notification updates it, reading in the app lowers it, and it goes back to zero when you sign out. On Android, the badge is drawn by your phone's launcher from the notifications in the notification shade.
Enable only work-relevant notifications.
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