Notifications and Emails

Notifications and Emails

Dotify’s notification system automates communication with your clients, sending deadline reminders at the right time with the appropriate message. You can configure rules, templates, and customizations to adapt every aspect to your needs.

Notification Rules (Triggers)

Notification rules are the automation engine in Dotify. Each rule defines when and how to send a notification to the client.

How a Rule Works

Each rule is based on a time trigger: send a notification X days before the due date. You can create multiple rules to build a progressive reminder sequence.

Example of a typical sequence:

Automatic Status Transitions

Each rule can include an automatic status transition. When the rule triggers and the email is sent, the deadline status is automatically updated. This allows you to always have an up-to-date view of each deadline’s status without manual intervention.

Activation and Deactivation

Each rule can be individually activated or deactivated. This is useful for:

• Temporarily suspending a rule without deleting it.
• Testing new rules before making them live.
• Managing special periods (vacations, holidays) when you don’t want to send notifications.

Customizable Email Templates

Each notification rule uses an email template that defines the content of the message sent to the client. Templates are fully customizable.

Template-Rule Association

You can associate a different template with each rule, allowing you to adjust the tone and content based on the communication phase:

• First notification – Friendly and informative tone.
• Second notification – More direct tone with a service summary.
• Urgent reminder – Urgent tone with payment details.

Override for Individual Deadlines

If a specific deadline requires a different message from the standard one, you can set a template override directly on the deadline. The custom template will be used instead of the rule template only for that specific deadline.

Tip: Use overrides for special deadlines, for example when a client has agreed to special conditions or when the service requires additional instructions for renewal.

Scheduled Sending Time

You can configure the sending time for notifications to ensure that emails are delivered at the most appropriate moment. For example, you can schedule sending at 9:00 AM to maximize the likelihood that the client reads the email during business hours.

The time respects the timezone configured in your account.

Multi-Language Templates

Dotify supports email templates in 5 languages:

For each rule, you can create template variants in different languages. Dotify will automatically select the correct version based on the client’s language or your settings.

Block-Based Email Editor (Plus+)

The Plus and Ultimate plans include an advanced block-based email editor that lets you create visually appealing emails without HTML knowledge.

With the block editor you can:

• Drag and drop content blocks (text, images, buttons, dividers).
• Customize colors, fonts, and spacing.
• Create multi-column layouts.
• View a real-time preview of the final result.
• Test rendering on desktop and mobile.

Custom SMTP (Plus+)

With the Plus and Ultimate plans, you can configure a custom SMTP server for sending emails, using your professional domain instead of Dotify’s default address.

Configuration

To configure your custom SMTP, go to Settings > Email > SMTP and enter:

• SMTP Host (e.g., smtp.yourdomain.com)
• Port (e.g., 587 for TLS, 465 for SSL)
• Username
• Password
• Sender address (e.g., [email protected])
• Sender name (e.g., “Agency Name”)

Automatic Health Check

Dotify automatically performs a periodic health check of your SMTP server to verify that the connection is active and working. In case of issues, you will receive a timely notification to intervene before emails to clients are blocked.

Tip: Configuring a custom SMTP significantly improves email deliverability and the professional perception from your clients. Make sure to also configure SPF, DKIM, and DMARC records on your domain.

Custom Branding (Plus+)

The Plus and Ultimate plans allow you to customize the appearance of emails sent to clients:

• Custom logo – Upload your agency’s logo, which will be placed in the header of every email.
• Custom HTML footer – Create a personalized footer with your agency’s information, useful links, privacy notice, and any other content in HTML format.

Email Delivery Log

Dotify records every email sent in a detailed log that includes:

The log allows you to verify at any time whether a client received the notification and to diagnose any delivery issues.

Dynamic Variables

Email templates support dynamic variables that are automatically replaced with real data at the time of sending. The available variables are:

Template Usage Example

An email template might contain text like the following:

Dear {{client_name}},

we would like to inform you that the {{type}} service “{{deadline_title}}” with the provider {{provider}} is due on {{due_date}}.

The renewal amount is {{amount}}.

Please let us know if you wish to proceed with the renewal.

Tip: Always test templates by sending a test email to yourself before activating the rules. Verify that all variables are replaced correctly and that the layout is displayed as expected.