Hirers can open Notifications > All Notifications, the third tab on their organisation detail page, for one read-only catalogue. Agencies have System Notifications and Custom Notifications tabs; All Notifications is available only to hirers. Standard workflow emails, configurable alerts and custom flows appear together in one list, sorted by category A–Z and then notification title A–Z. Custom flows appear under Recipients on the matching standard notification card, labelled Custom with the flow name and its email recipients. Where there is no matching standard notification, flows with the same trigger share a card. Each card shows its category in a chip on the right, without category headers. Each entry shows its trigger and recipient roles, mailbox addresses. Configurable alerts show an Enabled or Disabled chip. Disabled custom flows remain listed and are labelled Disabled on their recipient line. Scheduled flows include their schedule, and filtered flows show their condition count. If additional notification recipients cannot be loaded, select Retry.

Standard workflow emails list recipient roles or mailbox rules rather than the names of recipients for an individual record. The workflow determines these recipients. Catalogue entries have no switches or editing controls. Delivery still follows applicable personal notification preferences, worker settings, project and hirer mailbox configuration, and access rules. Conditional recipients are described in each entry. To change optional alerts, use System Notifications; to create or edit additional email rules, use Custom Notifications.

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Hirers and agencies manage email flows from Notifications > Custom Notifications on their organisation detail page. Create a flow, choose its trigger, then select Add condition and complete the conditions, or choose No conditions. Enter recipient mailboxes and choose the email format. Each flow has one trigger. Available conditions depend on the trigger and whether you are configuring a hirer or agency.

Custom email triggers cover requisition creation, approval, receipt, cancellation and filling; worker submission and recruitment stage changes; assignment creation, confirmation and end date changes; timesheet approval; invoice and application for payment creation; and scheduled purchase order expiry and assignment ending reminders. Hirers and agencies see the triggers available for their organisation.

Hirers and agencies can select configured custom questions as condition fields for requisition events, worker submissions and recruitment stage changes, assignment creation and confirmation, and timesheet approval. Questions follow their completion stage and Display on settings, so only questions available at that trigger are offered. Agency flows list questions from connected hiring companies and evaluate only their own agency’s answers; worker-specific events use that worker’s answers. Single-select questions use Is or Is not and a dropdown of configured choices. Multi-select questions use Contains or Does not contain and let you select several configured choices: Contains matches any selected choice, while Does not contain requires that none are present. Choices are compared as whole answers, so one choice does not match part of another. Text questions use Is, Is not, Contains or Does not contain with a typed value. Comparisons ignore letter case. Unanswered questions do not match, including Is not and Does not contain. Summary triggers do not offer individual custom questions as conditions.

Hirers and agencies can add separate User tag and Trade tag conditions to requisition events, worker submissions and recruitment stage changes, assignment creation, confirmation, end date changes and ending reminders, and timesheet approval. User tag matches the tag selected on the requisition, assignment or timesheet. Trade tag matches tags on the associated trade; timesheets use their assignment’s trade. Select Is to match any selected tag, or Is not to require that none of the selected tags are present. Records without a tag of the selected type do not match either operator. All conditions must match before an email is sent. Agency flows list tags from connected hiring companies, narrowed by Company conditions, with the hiring company name shown beside each tag. These conditions filter notification events; recipient email addresses and existing access checks still apply.

Webhooks are managed separately under Integrations > Webhooks on the hiring company or agency detail page. Webhook-only events are not offered as custom email triggers.

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Authorised hirer and agency users can choose an email format when adding or editing a notification flow in Notifications. Select the trigger, conditions and recipient mailboxes, then choose Email format. The trigger selector groups options under Requisitions, Workers, Assignments, Timesheets, Finance and Purchase orders. Search by trigger, description or group. Available triggers depend on whether you are configuring a hiring company or an agency.

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For Worker recruitment stage updated flows, hirers and agencies can add a Stage condition. Choose Is or Is not and select one or more stages. The condition matches the new stage after the update. Hirers see their configured stage names; agencies see stages from their connected hiring companies, narrowed by any Company conditions. Agency notifications remain limited to workers submitted by that agency.

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For an introduction or custom email, use Insert dynamic field to add a field at the editor cursor. Fields are grouped by Notification, Company, Project, Site, Agency and the records available for the selected trigger. Each field shows its group as a subtitle so you can identify it while scrolling. Use search to find a field or group. Worker notifications include personal and contact details, address fields and bank details: account type, account name, bank name, account number, sort code, IBAN and BIC / SWIFT. Requisition, assignment and timesheet groups include relevant dates, references, quantities, hours, rates and values. Custom fields are also available in the relevant requisition, worker submission, recruitment stage, assignment creation, assignment confirmation and timesheet approval flows. The picker lists each configured question by label under Custom fields. Inserted custom-field tokens show the question label in the editor and subject, such as {{Custom field: I.T Requirements}}. Existing templates show the current label when reopened, and agency templates include the hiring company name to distinguish questions; agency flows show fields from their connected hiring companies, grouped by company. Questions follow their completion stage and Display on settings: assignment-confirmation questions are available after confirmation, and Timesheet fields must be configured for timesheet display. Saved answers are used when sending. Agency recipients receive only their own agency’s worker answers, and worker-specific notifications use that worker’s answers. Empty answers are omitted; a separate paragraph or list item containing an unanswered custom question is removed, including its label. Put each optional question on its own line to omit the whole line when unanswered. Previews use example answers, never live worker answers. Summary notifications offer summary fields rather than individual custom questions or a single worker’s details. Other missing optional values are left blank.

The subject field selector uses the same groups. Bank details are included only for recognised user recipients who have access to worker details and bank details for the relevant agency and hiring company. National Insurance numbers, passport numbers and financial values follow the recipient’s existing access restrictions. Bank details, National Insurance numbers and passport numbers are left blank for recipients without a recognised user account. Previews use fictional worker and bank details, never a live worker record. These rules apply to both hirer and agency flows.

Changing the trigger can make an inserted field unavailable. Remove or replace unavailable fields before saving. An introduction or custom body must contain text and cannot exceed 20,000 characters of editor content.

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Select Preview email to review any of the three formats in a separate dialog before saving. Close the preview to return to your flow without losing your edits. All three formats can be previewed before entering any text: an empty introduction shows the standard email, and an empty custom body shows the standard wrapper. Previews show the subject and body using example records and do not send an email. Actual values and branding may vary by notification; agency summaries may cover more than one hiring company.

Save the flow to apply your changes. Recipient, trigger, condition, schedule and access rules continue to determine when notifications are sent and who receives them for both hirers and agencies.

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Hirers can read saved company custom email flows through GET /companies/{id}/custom-notification-flows or the open_api_list_company_custom_notification_flows MCP tool using a company-scoped key with read:companies. Results include enabled and disabled flows, conditions, recipient mailboxes, saved email templates and schedules, with pagination, search and field selection. This endpoint does not change flows or send emails. Agency-scoped keys cannot use this company endpoint; agencies continue to manage their own flows in Notifications > Custom Notifications.