What are automated task notifications?
Automated task notifications are email alerts that let you know when an automated task has been added to your Trail.
Why use automated task notifications?
Automated tasks are different from regular scheduled tasks because they only appear when specific conditions are met. Without notifications, you might not realise an urgent automated task has been added to your site until much later.
Examples of when you'd want notifications:
Product recall tasks triggered by supplier alerts
Weather-related tasks appearing on rainy days
Follow-up tasks created through API integrations
Setting up automated task notifications
Step 1: Create an automated task
Before you can set up notifications, you need an automated task. This task must have its schedule set to "Automated" rather than a regular schedule.
You can learn more about automated tasks here:
Introduction to Zapier - for Zapier integrations
Getting started with the API - for API integrations
Step 2: Configure the notification settings
Open the task you want to add notifications to (or create a new automated task)
In the Task Editor, head to the 'Report' tab
Toggle on "Automated task alerts"
Select which users should receive notifications when this task appears at their sites
💡 Note: The notification option only appears when the task schedule is set to "Automated". If you can't see this option, check your schedule settings first.
Step 3: Choose who gets notified
You can assign notifications to users with any role at the relevant sites. Users will only receive notifications for tasks that appear at sites they're assigned to.
Step 4: Publish your task
Once you've configured the notification settings, publish your task as normal. The notification system is now active and will send alerts whenever this automated task is triggered.
The email notification will contain the task title, description, site the task has been added to, the date the task is due & a link to today's Trail.
The EVO feed item will contain the title, when the task is due, the site the task is assigned to and a link to today's Trail.
I can't see the notification option
Check: Is your task schedule set to "Automated"? The notification option only appears for automated tasks, not regular scheduled tasks.
Users aren't receiving notifications
Check these common issues:
Are the users actually assigned to the site where the task appeared?
Did you toggle on the notification setting and select the users?
Has the task actually been triggered, or are you expecting it to appear on a schedule? (Automated tasks only appear when triggered by external events)
Check the users' email settings and spam folders
Notifications are being sent but the task isn't appearing
Check: This suggests the automated task was triggered successfully (hence the notification) but there may be an issue with the task template itself. Review your task settings and ensure it's published correctly.
Automated task not triggering at all
Check: This is likely an issue with your external integration (Zapier or API) rather than the notification system. Review your integration settings and triggers.
Best practices
Be selective with notifications - Only notify users who need to act on the automated task immediately
Test your setup - Trigger a test automated task to ensure notifications work as expected
Review regularly - Periodically check that the right people are still assigned to receive notifications as your team changes
Related articles
Introduction to Zapier - Learn how to create automated tasks using Zapier
Getting started with the API - Set up automated tasks using our API
Task Editor Guide - General guidance on creating and editing tasks in Trail
Need help with automated task notifications? Contact our support team through the in-app chat.