Notifications

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Working with Notifications

Every project in XBuild generates events — a lead comes in, a stage moves, a homeowner signs, a crew finishes, a payment lands. The notification center collects the ones that involve you into one feed, so you learn about them without watching the project list. On the web app it’s the bell in the header; in the mobile app it’s the Notifications tab. Notifications used to cover Team comments only — @mentions, replies, new comments, and task assignments and due dates. They now cover business events too. Each one is a plain sentence — “Maria moved 1123 Main St to Contract Signed” — and clicking or tapping it opens the place you’d go to act on it. Notifications are personal. Every member of your team chooses their own from Settings → Notifications — no admin is needed, though a few alerts go to company admins by default because they’re about the company rather than one person.

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1. Open The Notification Center

• Web: click the bell in the header.
• Mobile: tap the Notifications tab.

Click or tap a notification to go to the thing it’s about — the proposal, the project’s Construction tab, the payment, the connector that needs attention. Step 3 lists where each type lands. If you belong to more than one company, the notification center shows one company at a time — the one you currently have selected. Switch companies to see the rest. Mark all as read applies only to the company you’re viewing, so clearing your feed in one never hides what’s waiting in another. You’re never notified about something you did yourself. If you move a stage, complete a task, or log a payment, the people who need to know hear about it — you don’t. There are three exceptions. Two are in Proposals: when you publish a proposal, you’re told whether publishing succeeded or failed, because that job finishes in the background after you’ve moved on. The third is New lead — a lead that arrives through an integration is credited to the account that owns the connection, and that person is told it landed rather than having it arrive silently.

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2. What You’re Notified About

Who receives a notification is decided by role at the moment the event happens — the project’s owner, the person a thing was assigned to, or your company’s admins. Notifications are grouped the same way here as on the Settings page.

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Comments & mentions

These are the notifications XBuild has always sent, unchanged:

• Direct mentions — someone @mentions you on a project or photo.
• Replies in my threads — replies to comments you posted or threads you’re part of.
• Team comments — new comments on projects you’re on.
• My photos — comments on photos you uploaded or commented on.

See Team collaboration for how Team comments work.

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Projects

• Project assignments — you were made a project’s owner or added as a member. Goes to you. This section isn’t tied to a plan feature, so it’s there for everyone.

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Leads & pipeline

• New leads — a project was created outside the app, through the API or an integration such as Zapier, EagleView, or HailTrace. Goes to the project owner and company admins, so a lead that arrives overnight isn’t sitting unnoticed.
• Stage changes — someone else on your team moved a project you own to a new stage. Goes to the project owner. Stage changes XBuild makes automatically aren’t announced.

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Tasks

• Task assigned to you and Task due soon — as before. Go to the assignee.
• Task completed — a task you created was completed by someone else. Goes to whoever created the task, so a handoff closes the loop without a follow-up message.

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Proposals

• Proposal published and Publishing failed — the outcome of a Publish you started. Goes to you, the person who clicked Publish. Publishing finishes in the background, so this is how you learn it’s done — or that it needs another try.
• Proposal viewed by the client — a homeowner opened your proposal. Goes to the project owner. The email the sales rep already receives when a proposal is viewed continues unchanged; this notification is added beside it.
• Proposal signed — a homeowner signed the proposal, or authorized a change order. Goes to the project owner.

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Construction

• Work order assigned to you — a work order was assigned to you. Goes to the assignee. Work orders assigned only to a crew, rather than to a teammate, don’t notify anyone.
• Work order completed — a work order on your project was finished. Goes to the project owner.
• All trades complete — ready to invoice — the last open work order or blocking task on the project is done. Goes to the project owner and company admins, so invoicing can start the day the work ends.

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Checklists

• Checklist completed — a checklist run on your project was finished. Goes to the project owner. See Running a checklist for what a completed run contains.

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Money

• Payment received — a client paid, or a teammate logged a payment on your project. Goes to the project owner. Payments you log yourself don’t notify you.

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System

These go to company admins, because fixing them takes an admin.

• Connector disconnected — a connector such as QuickBooks or Google Drive has lost its connection and needs to be reconnected from Settings → Connectors. If the connection was a personal Google Drive, the person who connected it is notified too.
• Sync failures — a deposit collected in XBuild could not be posted to QuickBooks. See the QuickBooks connector for how held deposits are retried.

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3. Where A Notification Takes You

Click or tap any notification and XBuild opens the place you’d act on it: On mobile, notifications about a project open that project.

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4. Choose What You Receive

Navigate to Settings → Notifications — on the web app it’s also reachable from the gear icon at the top of the Team comments panel. The page is grouped into the same sections as step 2: Comments & mentions, Projects, Leads & pipeline, Tasks, Proposals, Construction, Checklists, Money, and System. Each notification type has its own switch on every channel that type supports, so you can keep “Proposal signed” and drop “Stage moved” without touching anything else. Where a type doesn’t support a channel, the section — or the individual row — is badged In-app only rather than showing you a switch that does nothing, and in-app Direct mentions is the one switch that is always on. The channels differ between web and mobile:

• Web offers In-app and Email. Email is available for comments and mentions, and for Proposal published, Proposal viewed, Proposal signed, Payment received, Connector disconnected, and Sync failures — so the Proposals, Money, and System sections each have a live Email column. The remaining types are in-app on web and are badged In-app only.
• Mobile offers In-app and Push. Push covers comments and mentions, plus the types that usually need you to do something — new lead, project assigned to you, proposal published or failed, proposal signed, payment received, work order assigned to you, and ready to invoice. The awareness types — stage moved; task, work order, or checklist completed; proposal viewed; and the connector alerts — are in-app only, so your phone isn’t buzzing for things that can wait until you open the app.

Above the sections sit the channel master switches: Email notifications on web, and Push notifications and Email notifications on mobile. These are select-all controls, not a separate mute — switching one off turns that channel off for every type beneath it, and switching it back on turns them all on. Because turning a master on replaces whatever mix you had with “everything on”, tune individual rows rather than the master if you’ve already chosen a specific set. Two rules hold regardless of what you switch:

• Direct mentions can’t be turned off in-app. A teammate @mentioning you is a deliberate handoff, and it always reaches your feed.
• Muting a project silences every notification from that project except direct mentions, exactly as it did before.

You’ll only see the sections your plan includes. If your plan doesn’t include the money features, for example, there’s no Money section to configure — the notifications don’t exist for you either. Comments & mentions and Projects aren’t tied to a plan feature, so they’re there on every plan.

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5. Troubleshooting Common Issues

• I did something on a project and didn’t get a notification about it. That’s by design — you aren’t notified about your own actions. The exceptions are Proposal published and Publishing failed, which come to you because publishing finishes after you’ve clicked away, and New leads, which reaches the account a lead arrived under.
• A project moved stage and nobody was notified. Two likely causes. The project owner is the only person who receives Stage changes, and only when someone else moves it — check who owns the project. And stages XBuild advances automatically aren’t announced; only moves made by a person are.
• There’s no Email switch for a type I want emailed. Email isn’t offered for every notification. Sections and rows that don’t support it are badged In-app only — step 4 lists the types that do offer email. If a type that should have email shows nothing at all, check the Email notifications master switch above the sections; with it off, the whole channel is off.
• My phone didn’t buzz when a stage moved or a task was completed. Those are awareness notifications and are in-app only on mobile — open the Notifications tab and they’re there. Push is reserved for the action-oriented types listed in step 4.
• I don’t see the Money (or another) section on the Settings page. Sections appear only when your plan includes that feature. If you believe it should be there, contact XBuild Support.
• My feed looks empty, or a notification I know I received isn’t there. The notification center shows one company at a time. If you work across more than one company, switch to the one the notification was about — your unread count is per company too.
• I turned a channel’s master switch off and back on, and now everything is switched on. That’s what the master does: it’s a select-all for the whole channel, not a pause button. Switch off the individual types you don’t want, or set them again from the rows.
• I assigned a work order to a crew and nobody got a notification. Work orders assigned only to a crew don’t notify anyone. Assign the work order to a teammate to notify them.
• I muted a project but still got a notification from it. Direct mentions bypass mute on purpose — someone @mentioned you. Everything else from that project stays quiet.
• I can’t switch off Direct mentions in-app. Correct — in-app mention notifications are always on, so a handoff never depends on a setting. You can still turn off the email for them on web.
• I got a Connector disconnected notification. What do I do? Open Settings → Connectors, find the connector flagged as disconnected, and reconnect it. For QuickBooks, the QuickBooks connector article covers what a reconnect keeps.

For further assistance, contact XBuild Support at support@x.build.