Email Notifications

SetGet sends email notifications to keep you informed about important events when you are not actively using the application. Emails are delivered based on your notification preferences and can be configured for immediate or digest delivery. Instance administrators configure the SMTP server that handles email delivery.

What triggers email notifications

Email notifications are sent when an event occurs that matches your notification preferences with the email toggle enabled. The most common triggers are:

Event	Default email delivery
Assigned to a work item	Yes (immediate)
@Mentioned in a comment	Yes (immediate)
Reply to your comment	Yes (immediate)
Due date approaching (24 hours)	Yes (immediate)
Due date passed	Yes (immediate)
Comment on subscribed item	No (disabled by default)
State change on subscribed item	No (disabled by default)
Priority change on subscribed item	No (disabled by default)
Project update posted	No (disabled by default)

You control exactly which events generate emails through your notification preferences.

Email format

SetGet notification emails follow a consistent structure designed for quick scanning:

Email structure

Section	Content
Subject line	Event summary with work item identifier (e.g., "[WEB-42] Alice commented on: Fix login redirect")
Header	SetGet logo and workspace name
Event summary	Who did what, when (e.g., "Alice commented on WEB-42")
Content preview	The comment text, state change details, or other event-specific content
Action button	"View in SetGet" button linking directly to the relevant work item or page
Footer	Unsubscribe link and notification preference link

Subject line format

Subject lines follow the pattern:

[PROJECT-ID] Event description: Work item title

Examples:

• [WEB-42] New comment: Fix login redirect issue
• [API-15] Assigned to you: Implement rate limiting
• [WEB-42] State changed to Done: Fix login redirect issue

Digest emails

When your frequency is set to digest (3-hour, daily, or weekly), emails are batched into a summary:

Section	Content
Subject line	"SetGet Digest — X notifications" with the time period
Summary count	Total number of events in the digest
Grouped events	Events grouped by project, then by work item
Per-event entry	Event type, actor, timestamp, and content preview
Action links	Each event entry links to the relevant work item

Unsubscribing from emails

Per-email unsubscribe

Every notification email includes an Unsubscribe link in the footer. Clicking it opens your notification preferences where you can disable email delivery for that event type.

Unsubscribe from a specific work item

To stop receiving emails about a specific work item:

1. Open the work item in SetGet.
2. Click the bell icon and select Unsubscribe.
3. You will no longer receive in-app or email notifications for that item.

Disable all email notifications

To turn off all email notifications:

1. Open Settings > Notifications.
2. Disable the Email toggle for every event type.
3. Or set the email frequency to Disabled if that option is available.

WARNING

Disabling all email notifications means you will only see notifications when you actively open SetGet. Important assignments and mentions will not reach you via email.

Email delivery settings

Delivery timing

Frequency setting	Email delivery behavior
Immediate	Emails are sent within seconds of the event occurring
Digest — 3 hours	Batched email every 3 hours if there are pending notifications
Digest — daily	Batched email once per day (typically in the morning based on your timezone)
Digest — weekly	Batched email once per week (typically Monday morning)

Empty digests are not sent. If no notifications occurred during the digest period, no email is delivered.

Email address

Notification emails are sent to the email address associated with your SetGet account. To change your notification email:

1. Open Settings > Profile.
2. Update your email address.
3. Verify the new email address via the confirmation link.
4. Notifications will be sent to the new address after verification.

SMTP configuration (admin-level)

Instance administrators must configure an SMTP server for email delivery to work. Without SMTP configuration, no emails are sent.

Required SMTP settings

Setting	Environment variable	Description
SMTP Host	SETGET_SMTP_HOST	SMTP server hostname (e.g., mail.example.com)
SMTP Port	SETGET_SMTP_PORT	SMTP server port (e.g., 465 for implicit TLS, 587 for STARTTLS)
SMTP Username	SETGET_SMTP_USERNAME	Authentication username
SMTP Password	SETGET_SMTP_PASSWORD	Authentication password
From Email	SETGET_SMTP_FROM_EMAIL	The sender email address shown on outgoing notifications
From Name	SETGET_SMTP_FROM_NAME	The sender display name (e.g., "SetGet Notifications")

Configuring SMTP via admin panel

1. Log in as an instance administrator.
2. Navigate to Admin > Email Settings.
3. Enter the SMTP settings.
4. Click Send Test Email to verify the configuration.
5. Save the settings.

Configuring SMTP via environment variables

Set the environment variables listed above in your server configuration. The API service reads these values on startup.

WARNING

SMTP credentials are server-side secrets. Never expose them in frontend code, client-side configuration, or public documentation. Use environment variables and restrict access to the server configuration.

Troubleshooting email delivery

Issue	Possible cause	Resolution
No emails delivered	SMTP not configured	Configure SMTP settings in the admin panel
Emails land in spam	Missing SPF/DKIM records	Add SPF and DKIM DNS records for your sending domain
Connection refused	Wrong port or host	Verify the SMTP host and port; check firewall rules
Authentication failed	Wrong credentials	Double-check the SMTP username and password
Emails delayed	Digest frequency set	Check if immediate delivery is configured
Partial delivery	Recipient bounce	Check the recipient's email address and mail server logs

Testing email delivery

After configuring SMTP:

1. Go to Admin > Email Settings.
2. Click Send Test Email.
3. Enter a recipient email address.
4. Check the inbox for the test email.
5. If the test email arrives, SMTP is configured correctly.

Best practices

• Verify SMTP early — configure and test SMTP as part of initial instance setup. Many features (password reset, magic link, workspace invitations) depend on email delivery.
• Use a dedicated sending address — use an address like notifications@yourdomain.com rather than a personal email.
• Set up SPF and DKIM — proper DNS records improve deliverability and prevent emails from landing in spam.
• Choose digest for high-volume users — team members who receive many notifications should use digest frequency to reduce inbox load.
• Monitor delivery — periodically check that emails are being delivered. Ask team members to report if they stop receiving notifications.

Related pages

• Notification Center — View and manage all notifications
• Notification Preferences — Per-event toggles and frequency settings
• Admin Email Settings — SMTP configuration guide
• Admin Email Templates — Customize email templates