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Email Notification Settings

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Overview

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Global Email Settings

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Access Email Settings

1. Navigate to Settings
2. Select “Notifications”
3. Click “Email Settings” tab

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Enable/Disable All Emails

1. Settings → Notifications → Email Settings
2. Master Switch: “Send Email Summaries”
   • ON: Emails sent based on rules below
   • OFF: No emails sent (data still saved in dashboard)
3. Save changes

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Recipient Configuration

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Default Recipients

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Configuration Steps

1. Settings → Notifications → Email Recipients
2. Select default behavior (choose one above)
3. Add custom recipients (optional):
   • Enter email addresses
   • Select workspace groups
   • Add distribution lists
4. Exclude specific people (optional)
5. Save settings

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Per-Meeting Overrides

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Override for Single Meeting

1. Create/edit meeting
2. Expand “Notification Settings”
3. Choose:
   • Use default settings
   • Custom recipients for this meeting
   • Don’t send emails
4. If custom: Add specific email addresses
5. Save meeting

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Quick Actions for Past Meetings

1. Dashboard → Past Meetings
2. Select meeting
3. Click “Resend Summary”
4. Choose recipients
5. Send

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Email Content Customization

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Email Template Selection

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Template Configuration

1. Settings → Templates → Email Templates
2. Select template from dropdown
3. Customize sections:
   • Include/exclude specific sections
   • Reorder content blocks
   • Add custom header/footer
4. Preview template
5. Save as default or create new variant

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Email Timing

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Delivery Schedule

Timing Options:
  Immediate:
    - Sends as soon as processing completes
    - Usually 5-15 minutes after meeting
    
  Delayed:
    - Wait 30/60/120 minutes after meeting
    - Allows for manual review before sending
    
  Scheduled:
    - Send at specific time daily (e.g., 5 PM)
    - All meetings bundled if multiple
    
  Daily Digest:
    - Once per day summary
    - All meetings in single email
    - Choose time: Morning/Afternoon/Evening

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Configuration

1. Settings → Notifications → Email Timing
2. Select delivery option
3. If scheduled: Choose time and timezone
4. Configure digest settings (if applicable)
5. Save preferences

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Advanced Settings

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Conditional Email Rules

1. Settings → Notifications → Email Rules
2. Click “Add Rule”
3. Define conditions:
   Copy

   If meeting duration > 60 minutes
     Then: Send detailed summary
   
   If participants < 3
     Then: Send to organizer only
   
   If title contains "Executive"
     Then: Send brief summary to custom list
   

4. Set action for each rule
5. Save rules

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Email Suppression

1. Settings → Notifications → Suppression Rules
2. Add suppression pattern:
   • Meetings with keyword: “Personal”, “Private”
   • One-on-one meetings
   • Meetings shorter than X minutes
   • Specific recurring meetings
3. Save suppression rules

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Workspace-Level Settings

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For Workspace Admins

1. Workspace Settings → Notifications
2. Configure workspace defaults:
   • Require emails for all meetings
   • Block emails for all meetings
   • Allow individual choice (recommended)
3. Set recipient restrictions:
   • Internal team members only
   • Allow external recipients
   • Require approval for external sends
4. Save workspace policy

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Team Member Options

1. Personal Settings → Notifications
2. Your email preferences:
   • Receive all workspace meeting emails
   • Only meetings you attend
   • Only meetings you organize
   • Never receive emails
3. Save personal preferences

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Unsubscribe Options

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Individual Unsubscribe

1. Open any summary email
2. Scroll to bottom
3. Click “Unsubscribe from meeting summaries”
4. Choose scope:
   • This meeting series only
   • All meetings from this workspace
   • All meeting emails
5. Confirm

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Re-subscribe

1. Settings → Notifications
2. Email Subscriptions
3. Review unsubscribed categories
4. Click “Re-subscribe” next to any category
5. Save changes

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Email Formatting

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Branding

1. Settings → Branding → Email Appearance
2. Upload company logo
3. Choose colors:
   • Header color
   • Accent color
   • Text color
4. Add footer text
5. Preview and save

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Language

1. Settings → Notifications → Language
2. Select language for email content
3. Note: Transcript remains in original language
4. Summary translated if different from meeting language
5. Save preference

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Testing Email Configuration

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Send Test Email

1. Settings → Notifications → Email Settings
2. Click “Send Test Email”
3. Choose template to test
4. Enter recipient (your email)
5. Send test
6. Review and adjust as needed

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Troubleshooting

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Next Steps