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Email is the second channel TimeTracker delivers on. Every notification that appears in your Inbox can also arrive as an email, and a few arrive only as email.

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What is an email notification?

The same message as the in-app one, rendered for a mailbox. The trigger, the recipients and the rules are identical – only the delivery changes. Emails come from TimeTracker at a timetracker.in address. Add that domain to your safe-sender list so a filter does not eat your approvals.

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What an email contains

Every notification email uses one shared layout, so they all look the same: The button always deep-links to the thing itself – the task, the timesheet, the invoice – not to a generic home page. If you are not signed in you are asked to sign in first, then taken straight there.
Dates and times in an email are rendered in the workspace timezone, so everyone reading the same message reads the same date.

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Which emails you cannot switch off

Three, and only three: Everything else is yours to control from your notification settings.

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Emails that go outside your workspace

Some emails are sent to people who are not members of your workspace. They never create an in-app notification, because the recipient has no Inbox in your workspace. The billing contact is the first contact on the client record. Set it under Client contacts.
If a client has no contact email, no client email is sent. Nothing fails loudly – there is nobody to send to. Check the client record before you chase a missing invoice email.

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How delivery works

1

The event fires

Someone approves a timesheet, or a scheduled check finds an overdue invoice.
2

Recipients are resolved

The person who acted is removed. Everyone else who should hear about it is collected.
3

Preferences are applied

Each recipient’s channel settings decide whether an email is queued for them.
4

The email is sent

Each recipient gets exactly one email per event. A repeat of the same event cannot send you a duplicate.
5

Failures are retried

A temporary problem – a rate limit, a network blip – is retried with a growing wait between attempts, up to 6 attempts. A permanent problem, such as an address that does not exist, is not retried.
Waits start around 30 seconds and grow with each attempt, up to a maximum of one hour between tries. After the sixth attempt the message stops being retried.

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Delivery states

Each email passes through a small set of states: “Sent” means the mail service accepted the message. It does not promise the message survived the recipient’s spam filter.

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How to stop an email

1

Open your profile

Click your avatar, then Notifications. This is your own settings screen, not the workspace one.
2

Find the row

Work out which row the email belongs to. The notification types reference lists every type against its category.
3

Turn the Email switch off

Switch the email channel off for that row. In-app stays on unless you switch that off too.
Changes save as you make them. There is no save button. The change applies to the next event – emails already queued still go out.
Before you mute a whole row, turn email off and leave in-app on. You keep the information in your Inbox and lose the interruption.

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Example

Daniel Okafor at Northwind Studio is drowning in project chatter but must not miss money.
  • Money – email on. He needs to see an overdue Bluebird Coffee invoice the day it turns.
  • Project changes – email off, in-app on. He can read those when he opens TimeTracker.
  • Work assigned to you – email off. He is Finance, not delivery.
  • Security – he could not switch this off if he wanted to.
His mailbox now carries invoices, payments and budget alerts only.

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Options and settings

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Permissions

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What happens next

Turning an email off does not turn the notification off. The in-app row still appears in your Inbox unless you switch that channel off as well. Nothing is lost – you just read it in a different place.

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Common questions

The email channel is off for that category. Either you switched it off, or a workspace admin has forced it off. Check your notification settings.
You are excluded from the recipients of your own actions. See Notifications overview.
Emails go to your account email address. Change it on your profile. It is the same address you sign in with.
No. A client-portal contact is outside your workspace. Client-facing messages are email only.
Not for the same event. Each recipient gets one email per event, and a repeat of the same event – a retried scheduled check, for example – cannot send a duplicate. Two genuinely different events do send two emails.
Yes. Webhooks send the same events to any HTTP endpoint you control, which is how teams route notifications into their own tools. See Webhooks.

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Troubleshooting

No emails at all. Check the address on your profile first. Then check your spam folder, then ask your IT team whether timetracker.in is being filtered. Some emails arrive, others do not. That is a category setting, not a delivery problem. Find the type in the notification types reference and check that category. A client says they never got the invoice. Confirm the client has a contact with an email address on the client record. Without one there is nobody to send to. See Client contacts. Emails arrive late. A failed attempt is retried with a growing wait, up to an hour between tries. A message that took a while has usually been retried. More help in Email not arriving.

Notifications overview

How the notification system fits together.

Your notification settings

Choose what reaches you, and on which channel.

Reminders

Your three daily checks, in your own timezone.

Notification types

Every notification, its trigger, and its recipients.

Email not arriving

Step-by-step fixes for missing mail.

Client contacts

Set the billing contact who receives invoices.