How do email notifications work, and how do I change who receives them?

GovPilot sends automated emails to staff when things happen on records, such as a new application arriving or a status changing. Who receives those emails is set in one of two ways, depending on the module. One of them you can manage yourself if you have access to Account Settings. The other is changed by our team. This article shows you how to tell which is which and what to do in each case.

Two kinds of notification

• Title-based. The email goes to everyone assigned to a title, such as "Health Concerns." You can add and remove users from a title yourself.
• Workflow-based. The recipient is a specific email address or user written into the workflow itself. Our team updates these for you.

Some workflows also send a notification to a user's My Tasks page in GovPilot instead of, or in addition to, an email. Those are set up the same way as workflow-based emails.

Step 1: Find out which kind your module uses

1. Go to Account Settings.
2. Click Module Configuration and find the module.
3. Click the Workflows tab. This lists every workflow set up for the module.
4. Click the workflow name. The description panel at the bottom shows what triggers the email and who it is sent to.

[Screenshot needed: Workflows tab with a workflow selected and the description panel showing the recipient]

If the recipient is a title, follow Step 2. If the recipient is a specific email address or user, skip to Step 3.

Step 2: Add or remove someone from a title

Titles control who receives certain automated emails and who appears in the inspector dropdown on the Scheduler. The user must already have an active GovPilot account before you can assign them.

To add someone:

1. Go to Account Settings.
2. Click User Role Management, then the Title Management tab.
3. Find the title that matches the notification and click Assign.
4. Search for the user and click their name. It highlights green when selected.
5. Click Save.

To remove someone:

1. Follow the same path to the title and click Assign.
2. Click the X next to the user's name.
3. Click Save.

[Screenshot needed: Title Management tab with the Assign window open and a user highlighted green]

Removing a user from a title stops their notification emails. It does not deactivate their account.

If the title you need does not exist, reach out to our support team with the title name, the module it applies to, and which users should be assigned. Please do not use + Add New Title. New titles are created by our team.

Step 3: Ask us to update a workflow-based notification

If the recipient is written into the workflow, the workflow itself needs to change. Reach out to our support team and include:

• The module name.
• The name of the workflow, as shown in the Workflows tab.
• The email address or user to add or remove.

If you want a brand new notification, also include the event that should trigger it, the subject and message you want, and which users or titles should receive it.

✅ Pro Tip: When a staff member leaves or changes roles, check Title Management first. Removing them from the relevant titles stops most notification emails right away, without waiting on a workflow change.

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