Notifications
Wilow emails you about a small set of operational events — quota warnings, charge failures, trial endings. Optional, off-by-default for nothing-burger noise; on-by-default for things you'd want to know about quietly breaking.
What we send
| Notification | When | Default |
|---|---|---|
| Quota warning — 80% | You've used 80% of your monthly message cap | On |
| Quota warning — 100% | You've hit the cap | On |
| Conversation cap warning | You've used 80%/100% of your workspace's monthly conversation cap | On |
| Charge failed | Stripe couldn't charge your card | On |
| Trial ending | 3 days before your trial ends | On |
| Maintenance window | Scheduled platform maintenance ≥ 24h out | On |
| Account deleted confirmation | After you delete your account | Always |
| Data export ready | After you request a GDPR export | Always |
The "Always" rows are transactional — you can't turn them off, they're a confirmation of an action you triggered. Everything else is opt-out.
Where notifications go
Notifications go to your account email — the address you log in with. If you want them delivered somewhere else (e.g. [email protected] for finance, [email protected] for outages), change the account email under Account → Account, or set up a forwarding rule on your mail server.
Turning things off
Admin → Notifications. Toggle individual categories. Each row shows the last time we sent that kind of notification, so you can confirm something is firing (or hasn't been, if you wondered why you missed it).
The page also has an unsubscribe link in the footer of every notification email — if you delegate this to someone who'd rather click than log in, that works too.
Idempotency / no double-sends
We track which notifications we've already sent per period:
- Quota warning at 80% fires once per billing period. If you cross 80% on day 5, drop back below it (unlikely but possible if you delete usage somehow), and cross again on day 12 — only one email.
- Charge failed fires once per Stripe invoice. Multiple retry attempts on the same invoice = one email.
- Trial ending fires once per trial.
If we ever miss a send (rare), the last sent timestamp on the Notifications page tells you. We don't fake-resend in those cases — the truth is the truth.
Pitfalls
- Spam filter eats them. First time you turn a category on, expect a delay before the first one fires. If nothing arrives when you expect it, check spam/promotions before assuming we missed; whitelist
[email protected]if your provider is aggressive. - Off doesn't mean transactional-off. If you've turned everything off and you delete your account, you still get the deletion confirmation. That's not a bug — it's the receipt.
What we don't notify about
A few things we deliberately stay quiet on:
- Every new lead. You'd hate us by week two. Use the daily/weekly digest, the lead webhook, or the Leads page itself.
- Every new conversation. Same.
- Knowledge gaps. Surfaced on the Knowledge gaps admin page; we don't email about them. They accumulate slowly and you decide when to look.
- Bot model changes. When we swap underlying models (rare, infrastructure-level), we don't send a heads-up — the model upgrade is transparent and we'd be drowning your inbox.