DocumentationNotifications, reports and audit
Notifications and emails
What DayOneFlow tells your team in the app and by email, the reminder rules for tasks, start dates, check-ins and probation, and what candidates and new hires receive.
Documentation (17)
DayOneFlow tells people what they need to act on — and keeps personal details and salaries out of messages. Staff get in-app notifications and emails; candidates and new hires get emails with a link to their portal.
In-app notifications
Notifications at the top of every page shows how many are unread. The list shows your newest 50: Open marks one as read and takes you to it, and you can Mark as read or Mark all as read. You only ever see your own notifications. Read notifications are removed after 90 days, and all notifications after a year.
You are notified when:
- a candidate accepts, declines or asks for changes to an offer you sent (managers: on acceptance);
- a task is assigned to you — when a journey starts, when HR reassigns one or when you become the manager — or, for the HR team, when a journey gives the team its tasks;
- a new hire uploads documents that wait for HR’s check (the HR team);
- a new hire has started without a staff account — on the first day and a week later (HR team and admins);
- a start-date change moves your tasks;
- a probation outcome is recorded (the HR team and the new hire’s manager);
- a reminder below applies to you.
Reminder rules
Reminders are checked through the day in your organization’s time zone, starting at 08:00 local time. Each reminder is sent once for a given task and date — never daily — and a reschedule re-arms it for the new date. The “HR team” means your HR members, or the admins if you have none.
| Reminder | When | In the app | By email |
|---|---|---|---|
| Task due soon | Open task due today or within 2 days | The owner (HR team for HR or unassigned tasks) | The named owner, or the HR team for HR tasks |
| Task overdue | 1–7 days late | The owner | Only for critical tasks |
| Escalation | Critical task still open 2–14 days late | HR team and the manager | Same people |
| Start date approaching | Start date today or within 3 days | Manager and HR team | The manager, and the new hire (with a fresh portal link) |
| Review due | Check-in due today or within 3 days | The reviewer | The named reviewer |
| Review overdue | 1–7 days late | The reviewer | — |
| Probation ending | Current end date today or within 14 days | HR team and manager | HR team and manager |
| Probation outcome overdue | End date passed 1–14 days ago, no outcome | HR team and manager | — |
| Staff account | A new hire started without a staff account or an open invitation: the first day, then a week later | HR team and admins | Same people |
Older backlog is not re-sent; the Overview and the task lists show it instead. Before an email goes out it is checked again, so nobody is reminded about a task that was done, reassigned or moved in the meantime.
Emails to your team
- Invitations to join your organization.
- Offer accepted (the sender and the manager), declined or changes requested (the sender).
- Task assignments (including the HR team’s tasks when a journey starts), tasks due soon, critical overdue tasks and escalations.
- Documents waiting for HR’s check, and a reminder to give a started new hire a staff account.
- A new hire’s start approaching (the manager), check-ins due, probation ending.
Emails say what happened and link to the app. Decline reasons, change requests, salaries and forms stay behind sign-in.
Emails to candidates and new hires
- The offer, with a personal link — never the salary.
- A confirmation of their own decision: accepted, declined or changes requested.
- A new link, when HR uses Email a new link.
- A reminder before their start date, with a fresh link.
- A request for a new copy of a document, with a fresh link to that step.
- Probation confirmed or extended. An ending sends no automatic email.
Every new link is created when the email is sent and replaces the previous one. When you set a Contact email for candidates and new hires, their replies go to that address. The email wording is fixed and in English.