Required Roles: All
Required Permissions: N/A
Introduction
Kivo notifications help keep users informed about assigned tasks, upcoming deadlines, and document activity. Notifications are delivered through email and homepage updates, ensuring users can quickly identify and act on what requires their attention.
Overview
Kivo sends notifications to help users stay on top of their work across documents, training, projects, and workflows.
The following notification types are sent to users:
Task assignments
Pending Due dates
Participation in workflows, projects, or training
Users receive notifications via:
Email reminders
Homepage dashboard updates
All assigned items are also centralized in the My Work section of the homepage. See Home Page Overview and Best Practices for more details.
Task Assignment Notifications (Email)
Users receive an email notification whenever they are assigned a task in Kivo.
Task assignment notifications apply to:
Training courses
Project tasks in Clinical, Regulatory, and Quality modules
Workflow steps such as document collaboration, review, approval or periodic review
Each notification email includes:
A direct link to the assigned item
Context on what action is required
Assigned documents, trainings, and project tasks also appear on the homepage under My Work.
Customization Note
The text included in assignment reminder emails can be modified upon request by contacting Kivo Support at [email protected] or submitting a Help Desk request.
Due Date Notifications (Email)
Kivo sends automated due date reminders for tasks that have an assigned due date.
Due date notifications apply to:
Assigned training courses
Project tasks across Clinical, Regulatory, and Quality modules
Assigned workflow steps
Notification Cadence
Default Triggers
Due today
Due tomorrow
Timing
Emails are delivered at 10:00 AM local time, based on the user’s time zone
If no user time zone is set, the organization’s time zone is used
Frequency
Users receive a maximum of one due date reminder email per day, which compiles all upcoming due items
Best Practice
Tasks do not trigger a due date notification on the same day they are created
Due date reminders begin the day after assignment, when applicable
Disabling Due Date Emails
Due date reminder emails can be disabled by submitting a Help Desk ticket through Support or emailing [email protected].
Weekly Digest Emails
Kivo offers an optional Weekly Digest email that summarizes upcoming work.
Weekly Digests:
Are sent every Monday at 10:00 AM local time
Provide a consolidated view of the coming week
The Weekly Digest includes:
Overdue items
Upcoming training, project, and document tasks
General status updates for the user’s assigned work
Turning Off Weekly Digests
Users can opt out of Weekly Digest emails by submitting a Help Desk ticket or emailing [email protected].
Homepage Updates
In addition to email notifications, Kivo’s homepage provides real-time visibility into assigned work and activity.
The homepage dashboard updates when:
A document changes status
A user is assigned or removed from a task
A workflow step is assigned
A document the user owns, follows, or participates in is updated
Key Homepage Sections
My Work
Lists documents, workflow tasks, and training assigned to the user.
Reviews and Approvals
Displays documents the user is responsible for reviewing or approving.
Upcoming
Shows a calendar view of upcoming and overdue tasks, documents, and training.
These views provide quick access and shortcuts to complete assigned work.
For more information about in app and home page notifcations, see Understanding Notifications in Kivo.
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).
Notes and Important Behavior
Email notifications are role- and assignment-based
Time zone settings affect notification delivery timing
Homepage updates reflect real-time task and document activity
Notification settings are managed through Kivo Support