Required Roles: Any user (to receive notifications)
Required Permissions: Access to the relevant documents, activities, projects, trainings, or workflow steps you’re assigned to or following.
Index
Overview
Kivo provides notifications in two primary ways to help you stay informed and on track.
First, important updates, upcoming deadlines, and assigned work appear directly on your Dashboard. This is the ideal place to log in and view the actions required of you, as well as any relevant changes that have occurred across your documents, projects, or trainings.
Second, Kivo also delivers Email Notifications to alert you about new assignments, upcoming due dates, and overdue tasks — ensuring you never miss an important update, even when you’re not logged into the system.
This article explains how notifications appear within the Dashboard — across the Updates, My Work, Reviews & Approvals, and Upcoming sections — and provides details on when and how Email Notifications are sent.
Dashboard
Your Dashboard is the central hub for everything that needs your attention. It highlights important updates, upcoming deadlines, and your assigned work, all in one place. Use this view to quickly see what actions are required and track any recent changes across your documents, projects, or trainings.
For best practices and tips to get the most out of your Dashboard, visit the Home Page/Dashboard article.
Updates
The Updates section highlights status changes and workflow events for items you’re connected to. You’ll see items here when:
Any document status changes on a document you own, follow, or are assigned to.
A workflow step you’re assigned to is completed.
A collaboration step is completed by another participant.
An approval step is completed.
Use New to view items you haven’t reviewed yet, and All to see the full history of recent updates.
My Work
My Work consolidates the items where you need to take action. You’ll typically find:
Document tasks and training you’re assigned to, or items where you’re part of a workflow step.
Changes in project task status, dates, or durations that affect your assignments.
Upcoming due dates for document steps, project tasks, and training assignments.
Use this section as your “to-do” list to prioritize daily work.
Reviews & Approvals
The Reviews & Approvals section lists documents for which you are responsible to review or approve. Items remain here until your required action is completed within the relevant workflow step.
Upcoming
Upcoming provides a calendar-style view of upcoming and past-due project tasks, document tasks, and trainings. This view helps you plan ahead and quickly identify deadlines that require attention.
Email Notifications
Kivo sends email notifications to keep you informed even when you’re away from the app. Emails are sent:
When a task is assigned to you. This includes:
Collaboration
Review
Approval
Training
Project Task
Kivo also offers a reminders and summary emails which can be enabled for your organization. Reach out to [email protected] to confirm or change your configuration.
If reminders are enabled for your organization, an email will be generated:
The day before a task is due (when a due date is set).
The day of the due date.
If Summary emails are enabled, an email will be generated:
*Every Monday as a weekly digest summarizing all pending tasks and any over due tasks.
*Currently summary emails will only be sent when there are task due in the upcoming week. Summary emails will not be solely generated for overdue tasks.
Tip: Keep your inbox actionable by completing items directly from the links provided in each email, or by jumping into My Work on your dashboard to see everything in one place.
Troubleshooting Email Notifications
If you’re not receiving email notifications from Kivo, the most common cause is that your organization’s security settings are blocking messages from [email protected]. This can happen if your email system automatically flags these messages as spam or blocks them at the server level.
To resolve this:
Contact [email protected].
The Kivo Support team can help determine which part of the email delivery process is failing (e.g., message not sent, rejected by the server, or delivered but filtered).Contact your IT team and ask them to ensure that Kivo’s sender address is properly allowed. Specifically, your IT team should:
Whitelist or add
[email protected]to the organization’s safe sender list.Check that firewall or email filtering tools (such as Microsoft Defender, Mimecast, or Proofpoint) are not quarantining or rejecting these emails.
Confirm that DKIM, SPF, and DMARC policies for inbound messages allow Kivo’s domain to pass authentication checks.
Verify that the mail server is not blocking transactional emails sent via Kivo’s email service provider (typically via AWS SES or a similar system).
Related Resources
General Overview/Kivo Basics > FAQs > Understanding Notifications in Kivo