Learn how to efficiently set up and edit notifications in Keystone as an admin with this tutorial. Customizing notifications helps keep clients and staff informed, ensuring smooth communication.
To edit email notifications in Keystone, click the Gear Icon in the top right-hand corner to access Settings.
Under Notifications, you'll find Built-in Notifications—default email templates like client confirmations, reminders, agreement links, and report releases.
These are pre-configured and can be viewed by clicking the preview button on the right.
To create a Custom Notification, first add a Custom Notification Recipient. Common recipients include the New Client Team or internal options like Internal Office, used for alerts like SMS messages or online leads.
To add a new recipient click on “New Recipient”
In the Recipient Details, you can choose between specific emails, employees, or order contacts, such as buyers or agents.
Once a recipient is set, click Save Notification Recipient.
To add or edit notifications, click Custom Notifications.
To edit or add an email click on “New Notification”
You can load a template or create a new email from scratch.
Enter a Rule Name for internal use and choose the Event that triggers the email, such as order submitted or order canceled.
Each event can have additional sub-event filters, like sending only if an order has been paid.
You can also filter based on Services—the email will only send if a selected service is part of the order.
Configure Scheduling to determine when the email should be sent—either immediately or at a custom delay.
Under Cancel Conditions, you can choose when to stop the email from sending (e.g., if the order has already been paid and the agreement has been signed). You can apply more than one condition but keep in mind that BOTH of those conditions would have to happen for it to be canceled.
This section provides a breakdown of when the email will send and when it will cancel based on your setup.
Scroll to the Recipients section to choose from built-in options or any custom recipients you’ve added.
Under Template, customize your email subject line and format the body using the Rich Template editor. You can preview the email as you make changes, ensuring it looks polished.
One important note: Keystone supports variables to automatically insert order information into your emails. These are shown in brackets and should not be edited manually.
To insert a variable, click the arrow with the underscore in the top left of the email editor.
Wherever your cursor is placed, the selected variable will be inserted. Variables are grouped by type—such as order, client, appointment.
Keystone supports conditional logic (useful for showing conditional verbiage) and first item mode (useful for displaying the first appointment time only).
For plain-text email providers, paste your content from the rich template box into the text template box, which strips down the formatting.
Once you're done, click Save Notification Rule and activate it by selecting Active on the notification list.
The notification will appear in your list as Inactive. Click the toggle switch to activate the notification.
That’s how you create and edit notifications in Keystone. For more in-depth training, feel free to contact our support team—we’re happy to help.