Notifications
Sitehub keeps you informed so nothing slips through. These articles explain how the notification system works, how to configure your preferences, and what each alert type means.
Sitehub monitors your permit statuses, task due dates, and key item deadlines continuously. When something needs your attention, it notifies you — either by email, as an in-app alert, or both — depending on your preferences.
The two notification channels
| Channel | What it delivers | When it arrives |
|---|---|---|
| Individual alerts for compliance events, plus your weekly digest. | At the time the event is triggered, or on your chosen digest day. | |
| In-app | Alerts visible inside Sitehub in the notification bell and on the dashboard. | Immediately when the event is detected. |
What triggers a notification
Notifications are triggered by events in Sitehub — not by manual requests. The main triggers are:
- A permit entering the At Risk window (based on its renewal lead time)
- A permit reaching its expiration date without a completed renewal
- A permit moving to Non-Compliant status
- A task becoming overdue or approaching its due date
- A key item reaching its scheduled date
Notification priority levels
Sitehub groups alerts into three priority levels to help you triage quickly:
| Level | Meaning | Examples |
|---|---|---|
| Critical | Immediate action required — a compliance issue exists right now. | Permit Non-Compliant, task overdue by more than 7 days. |
| Action needed | A deadline is approaching and work should begin. | Permit At Risk, task due within 3 days, key item due this week. |
| Informational | No action required now — awareness only. | Renewal window opening, permit successfully verified. |
Each user in Sitehub controls their own notification preferences. You choose which types of alerts you receive and through which channels. Changes take effect immediately.
Accessing your notification settings
- Click your profile icon in the top-right corner of Sitehub.
- Select Notification Preferences from the dropdown.
What you can configure
| Setting | Options |
|---|---|
| Email notifications | On or Off for each alert category (Permits, Tasks, Key Items). |
| In-app notifications | On or Off. Turning this off removes alerts from the bell icon. |
| Weekly digest | On or Off. If On, choose your preferred delivery day (Mon–Fri). |
| Digest delivery time | Morning (8 am) or afternoon (1 pm), in your account's time zone. |
Minimum notification recommendation
To stay on top of compliance without inbox overload, we recommend keeping email on for Critical and Action needed permit alerts, and enabling the weekly digest. Informational alerts can be turned off if your team monitors Sitehub regularly.
Permit alerts are the most important notifications Sitehub sends. Understanding exactly when they fire helps you plan your renewal process and avoid compliance gaps.
The permit alert timeline
For any permit with renewal required, Sitehub generates alerts at the following points:
| When | Alert sent | Priority |
|---|---|---|
| Renewal lead time reached (e.g. 60 days before due date) | Renewal window opens — renewal action needed | Action needed |
| Due date reached with no renewal submitted | Permit At Risk — renewal overdue | Action needed |
| Expiration date passed with no completed renewal | Permit Non-Compliant | Critical |
| All three steps completed (application, payment, verification) | Permit now Compliant | Informational |
Lead time controls when alerts start
The renewal lead time you set on each permit directly controls when the first alert fires. A permit with a 30-day lead time will trigger its first renewal alert 30 days before the due date. A permit with a 60-day lead time starts alerting earlier, giving more time for complex renewals.
Grace period and alerts
If a permit has Grace Period enabled and the permit expires while a renewal is in progress, Sitehub holds the status at At Risk rather than moving it to Non-Compliant. You will continue to receive Action needed alerts until the renewal is completed or the grace period ends.
The weekly digest is a single email that summarises your entire compliance picture across all locations. Instead of receiving individual alerts for every event, the digest rolls them up into one structured overview.
What the digest includes
- Permits requiring action — Non-Compliant and At Risk permits, grouped by location.
- Upcoming renewals — Permits entering their renewal window in the next 14 days.
- Overdue tasks — Any tasks past their due date across your account.
- Key items due this week — Key items of responsibility scheduled in the coming 7 days.
- Portfolio health summary — A quick count of Compliant vs. At Risk vs. Non-Compliant permits across all your locations.
Configuring your digest
Go to Notification Preferences and enable the weekly digest. You can choose the day of the week (Monday through Friday) and the delivery time (morning or afternoon). Most users find Monday morning useful for planning the week ahead, while Friday afternoon works well for a compliance review before the weekend.
Who receives the digest
The digest only goes to users who have it enabled in their preferences. It reflects the locations and companies visible to that user — a Standard User with access to 10 locations will see digest content for those 10 locations only.
As an Account Administrator, you can view and adjust notification settings for users on your team, and configure default preferences that apply to newly invited users.
Viewing a team member's preferences
- Go to Account Settings → Users.
- Click on a user's name to open their profile.
- Select the Notifications tab to view their current preferences.
Updating a team member's preferences
Administrators can update notification settings on behalf of any user. This is useful when onboarding new team members or when a user reports they are not receiving expected alerts.
Setting defaults for new users
Go to Account Settings → Notification Defaults. Any preferences configured here will be applied automatically when a new user accepts their invitation. Users can override these defaults from their own preferences at any time.
Account & Billing
Manage your organisation, users, subscription plan, and billing details. These articles cover everything Account Administrators need to keep the account running smoothly.
Account Settings is the control centre for your Sitehub organisation. Only Account Administrators can access or modify these settings. You can reach it from the profile icon in the top-right corner of any page.
What Account Settings contains
| Setting area | What you can do there |
|---|---|
| Organisation | Update your organisation name, primary contact details, time zone, and logo. |
| Users | Invite new users, manage roles, deactivate accounts, and view notification preferences. |
| Notification Defaults | Set the default notification preferences applied to all newly invited users. |
| Billing | View your plan, manage your payment method, and download past invoices. |
| Security | Manage password policies and active sessions for your account. |
Your organisation time zone
The time zone set in Organisation settings affects how Sitehub calculates deadlines and when it sends scheduled notifications. If your business operates across multiple time zones, set the account time zone to your primary operations hub. Individual users can set their own display time zone in their personal profile without affecting the account-level setting.
You can invite as many users as your subscription allows. Each user gets their own login, and you assign their role at the point of invitation. Users are not active in Sitehub until they accept the invitation email.
Inviting a new user
- 1Go to Account Settings → Users.
- 2Click Invite User.
- 3Enter the user's email address and select their role.
- 4Click Send Invitation. Sitehub sends an email with an activation link.
Invited users appear in the Users list with a Pending status until they accept. You can resend the invitation at any time from the Users list if they have not received it.
Changing a user's role
Open the user's profile from the Users list and select a new role from the Role dropdown. The change takes effect immediately — no re-login required for the user.
Deactivating a user
When a team member leaves, deactivate their account rather than deleting it. Deactivation removes their login access but preserves all records they created or modified. Go to their user profile and click Deactivate Account.
Sitehub uses three roles to control what each user can see and do across your account. You assign a role when inviting a user, and can change it at any time.
Role comparison
| Action | Administrator | Standard User | Read Only |
|---|---|---|---|
| View all records | ✓ | ✓ | ✓ |
| Create and edit records | ✓ | ✓ | ✗ |
| Delete records | ✓ | ✓ | ✗ |
| Manage users | ✓ | ✗ | ✗ |
| Access billing and subscription | ✓ | ✗ | ✗ |
| Change account settings | ✓ | ✗ | ✗ |
| Configure notification defaults | ✓ | ✗ | ✗ |
Role scope
Roles in Sitehub are account-wide — there is no location-level access control. A Standard User can create and edit records across all companies and locations in the account. If you need to restrict what a user can see, contact the Sitehub support team to discuss options available on your plan.
Sitehub is available on several subscription tiers. The right plan depends on the number of locations you manage and the features your team needs. You can view and compare plans at any time from Account Settings → Billing.
Plan features overview
| Feature | Starter | Professional | Enterprise |
|---|---|---|---|
| Locations included | Up to 10 | Up to 50 | Unlimited |
| Users included | Up to 5 | Up to 25 | Unlimited |
| Permit management | ✓ | ✓ | ✓ |
| Key Items & Assets | ✓ | ✓ | ✓ |
| Tasks | ✓ | ✓ | ✓ |
| Weekly digest | ✓ | ✓ | ✓ |
| Advanced reporting | ✗ | ✓ | ✓ |
| API access | ✗ | ✗ | ✓ |
| Dedicated account manager | ✗ | ✗ | ✓ |
Changing your plan
Go to Account Settings → Billing and click Change Plan to view your options. Upgrades take effect immediately. Downgrades apply at the end of your current billing cycle — you retain access to paid features until that date.
All billing activity is managed from Account Settings → Billing. Only Account Administrators can access this area.
What the Billing screen shows
- Your current plan name and the features it includes
- Your next billing date and the amount due
- The payment method currently on file
- Your full invoice history, downloadable as PDF
Updating your payment method
- 1Go to Account Settings → Billing.
- 2Click Update Payment Method.
- 3Enter your new card details. Sitehub accepts all major credit and debit cards.
- 4Click Save. The new card is charged on your next billing date.
What happens if a payment fails
If a payment fails, Sitehub will notify the Account Administrator by email and attempt to retry automatically over the following days. If the payment cannot be resolved within the retry window, access to paid features may be suspended until the balance is cleared. Contact Sitehub Support if you need assistance resolving a billing issue.
Downloading invoices
Past invoices are listed in the Invoice History section of the Billing screen. Click any invoice row to view or download it as a PDF. Invoices are available for the full history of your account.