Notifications
Where: the bell at the top of every screen — between the language selector and your name. Settings: My Profile → Notifications.
Every member of your organization, the owner included, has notifications of their own. They tell you when something happens to a contact — a new lead, a booking, a payment that failed, a reminder coming due — and each one opens straight onto that person. What reaches you, and whether it also reaches your WhatsApp or your e-mail, is your choice, one type at a time.
What you are notified about
| Notification | When | Who receives it |
|---|---|---|
| New contact | A contact is added — by a form, a booking, a WhatsApp message, the public API or a colleague | Every member who may see the contact |
| New booking | A contact books an appointment | The calendar’s responsible members; everyone with access to calendars when the calendar names nobody |
| Appointment reminder | The moment one of the calendar’s reminders goes out to the guest | The calendar’s responsible members; everyone with access to calendars when the calendar names nobody |
| Task reminder | The moment of a Notes & Tasks reminder | Its assignee and the members it e-mails; everyone who may see the contact when nobody is named |
| Mention in the Inbox | A colleague mentions you (@Name) in an internal note | You |
| Snoozed conversation is back | A snoozed conversation returns to the queue | Whoever snoozed it; else its assignee; else everyone who reads that conversation |
| New subscription | A contact starts a subscription to one of your plans | Members with access to the Financial area |
| Payment failed | A contact’s payment is declined | Members with access to the Financial area |
A few rules apply to all of them:
- Only what you may see. A member who sees only their own contacts is notified only about the contacts they own — and a contact handed to a colleague later leaves their bell. A conversation on a WhatsApp number restricted to some members reaches only them. Payments reach only members with access to the Financial area, bookings only members with access to calendars.
- Not about what you did yourself. A contact you create on the Contacts screen, or a paid calendar’s time you book for a contact from the dashboard, notifies the rest of the team — not you.
- Imports notify nobody. A spreadsheet import and the WhatsApp contact import add contacts by the hundred; none of them becomes a notification.
- Once. The same event never notifies you twice, even when a payment provider sends it again.
The bell
The bell shows how many notifications you have not seen yet. Opening it marks them all as read, and the list scrolls back through everything you have, newest first — older ones load as you scroll.
Each notification says what happened and to whom, how long ago, and has two buttons:
- Open — the person’s conversation in the Inbox when your organization uses the Inbox and you may read it; their contact record otherwise (a task reminder opens it on its Notes & Tasks).
- X — removes that notification from your bell.
Clear all, at the bottom, removes every notification in your bell after you confirm. Removing notifications changes nothing about the contacts, bookings or conversations they are about, and nobody else’s bell. Notifications are kept for 90 days.
The bell belongs to the organization you are in: switching organization shows that organization’s notifications.
Choosing where each one reaches you
My Profile → Notifications lists the types your organization uses (a type whose module is off is not offered), each with four options:
| Option | What it does |
|---|---|
| Off | Nothing at all |
| Bell | In the bell only — the default for every type |
| In the bell and on your WhatsApp (link it first, see below) | |
| In the bell and by e-mail, to the address you sign in with |
The choice is saved as you click. Your settings belong to you in this organization: if you are a member of several, each has its own.
The WhatsApp and e-mail copies are written in the language your dashboard is in, with times on your own clock — an appointment’s time on its calendar’s, the time the guest was given — and carry a link that opens the dashboard on that person. A task reminder that already e-mails you (because the task lists you) is not e-mailed a second time. A copy that could not leave within an hour is dropped rather than sent late; the bell still has it.
Receiving notifications on WhatsApp
The notifications number
One WhatsApp number of the organization sends the members’ notifications. The owner or an admin chooses it in Settings → Integrations, in the number’s settings: Sends the team’s notifications. It can be a Cloud API or a WhatsApp Web number, and only one at a time.
- The first number a new organization connects becomes the notifications number on its own. An organization that already had numbers chooses one by hand.
- Moving it to another number, or switching it off, disconnects every member’s WhatsApp: each member linked their phone by writing to the old number, so each one links again — the confirmation says so before anything changes.
- The notifications it sends never appear in the Inbox, and the messages members send to link their phones do not either.
Linking your WhatsApp
- On My Profile → Notifications, switch on Receive notifications on WhatsApp.
- A QR Code appears. Point your phone’s camera at it — or, on the phone itself, tap Open WhatsApp.
- WhatsApp opens a chat with the notifications number, with a message like
flyb-notify-connect:abc123xyz789already typed. Send it as it is. - The profile shows the linked number within seconds. Nothing is answered on WhatsApp.
The code works once and is valid for 30 minutes (New code makes another). The message is not filed anywhere: it does not open a conversation in the Inbox, does not create a contact and does not trigger any automation — it works even on a number set to send only.
You have one linked number, and it cannot be edited: to change it, Disconnect and link the other one. Then choose WhatsApp for the types you want on your phone.
Why your phone writes first: on a WhatsApp Web number the chat is started by you, not by the business’s number; on a Cloud API number your message is what opens the window in which WhatsApp lets the number write to you.
On a Cloud API number: the 24 hours
WhatsApp’s official API delivers free text only within 24 hours of your last message to the number. The profile shows until when the window is open. When less than six hours are left, a notification on WhatsApp carries a link that keeps it open: tap it and send the message. If the window closes, the WhatsApp copies pause — the bell keeps receiving everything — and the profile offers Reopen the 24 hours. A WhatsApp Web number has no such window.
When a WhatsApp notification does not arrive
The notification is always in the bell. The WhatsApp copy does not leave while:
- you have not linked a WhatsApp (the profile says Only in the bell until you link your WhatsApp);
- the organization has no notifications number, or that number is disconnected or disabled;
- the organization’s plan does not include WhatsApp;
- on a Cloud API number, the 24 hours above have closed.