Notifications

The bell at the top right of every page is where Bokapsys tells you about things that happened in your workspace while you were busy elsewhere: a bank connection that needs reconnecting, a bill waiting for approval, a payment that arrived, a message from your accountant. Click a notification and Bokapsys takes you to the page where you can deal with it.

Before you start

• Notifications are personal and per workspace. Each member gets their own, and only about the workspace they are signed in to. If you belong to more than one workspace, switch workspace to see the other’s notifications.
• What you receive depends on your role. Bokapsys only notifies the people who can act on something. For example, a pay run waiting for approval goes to people whose role can approve pay runs, and a tax payment notice goes to people who can see tax payments. If a colleague gets a notification and you don’t, the difference is usually your role. See Team and roles.

Read your notifications

1. Look at the bell at the top right. A red badge on it shows how many unread notifications you have (it shows 99+ above 99). The number refreshes by itself about every 30 seconds.
2. Click the bell. A panel opens with the heading Notifications and two tabs: Unread (selected first, with its count) and All.
3. Each notification shows a small icon for its kind, a one-line title and how long ago it arrived (Just now, 5m ago, 3h ago, 2d ago). Unread ones are in bold on a lightly tinted row.
4. Click a notification. Bokapsys marks it as read, closes the panel and opens the page it is about (see the table below).

The panel shows your 50 most recent notifications. On All, unread ones are listed first.

How to check it worked: after you click a notification, the badge count goes down by one, and on the Unread tab that notification is gone. Switch to All to see it again, now in normal (not bold) text.

Mark as read and clear

• Mark one as read: click it. There is no separate “mark as read” button; opening a notification is what marks it read.
• Clear everything: click Clear all at the top of the panel, then Clear all again in the Clear all notifications? window. This permanently removes all of your notifications in this workspace, read and unread. It removes only your own copies, and it does not undo or change anything they were about: your bills, bank feeds and workflows are untouched.

If the panel says “No unread notifications”, you’re up to date. Click All to see older ones.

What sends you a notification

Notification	Why you get it	Clicking it opens
New bank-feed statements need mapping	Statements from a bank feed are waiting for a Chart of Account.	Mapping Statements, at the review list.
A bank connection needs reconnecting	Your bank asked you to sign in again before Bokapsys can keep syncing.	Live Bank Feeds, where you can reconnect.
A bank change conflicts with a reconciled statement	Your bank changed or removed a transaction that is already in a saved reconciliation, so Bokapsys left it alone and is telling you instead.	Reconciliation.
A file needs review, or auto-mapping finished	A file you uploaded still has statements that need a Chart of Account, or Bokapsys finished assigning accounts to a file and some statements still need you. Sent to people who can upload bank files.	Upload Bank Files.
A workflow notification	One of your workflows has a step that sends a notification, for example a scheduled report.	Workflows.
A budget alert	Budget Planning raised an alert, for example a recurring payment due in the next few days.	Budget Planning.
An invoice was paid	A customer paid an invoice.	That invoice.
Approval needed / approved / rejected	Something is waiting for your approval, or a request you made was approved or rejected.	That approval.
A bill was created, approved, posted, paid or part-paid	Activity on a bill.	That bill.
A refund was issued, settled or failed; a payout was sent	Money moving through online invoice payments.	Payments under Invoicing.
Your subscription renewal payment failed	Bokapsys could not charge your card for your plan.	Subscriptions.
A Smart Chat conversation was shared with you	A colleague shared a conversation.	That conversation in Smart Chat.
A message, request, signature request or organizer from your accountant	Your accounting firm sent you something.	The matching tab under My Accountant.
Your accountant asked for access	Your firm wants to change what it can do in your workspace.	My Accountant, on the access tab.
A firm’s access was approved, declined, revoked or ended	The status of an accounting firm’s access to your workspace changed.	Team Management.
A pay run was paid	A pay run was marked as paid.	That pay run.
A tax filing is due soon	A filing that is still open is coming up to its due date.	That filing.
A tax payment was recorded	Someone recorded a tax payment as paid.	Tax Payments.
What’s new in Bokapsys	Bokapsys released something new.	The What’s New window.

If you work in an accounting firm, the firm console has the same bell, with notifications about your clients: messages, documents they uploaded, organizers they submitted, signatures and access changes. Those open the right client in the firm console. See Firms overview.

A notification of a kind not listed above opens your Dashboard.

Notifications and email

The bell is inside the app only. Bokapsys does not email you a copy of each notification.

Some of the same events do send email, but to the people outside your workspace who are affected, not to you:

• When a customer pays an invoice, the customer gets a payment receipt.
• When you record a payment against a bill, the vendor can get a remittance advice.
• When your accountant sends you a message, a request or a signature request, the contacts they have on file for you can also get an email.

If you want an email about something on a regular schedule, for example a weekly report, set up a workflow with an email step.

Another reminder you may see

If statements from your bank feeds or uploaded files are waiting for a Chart of Account, a window titled New statements need mapping can pop up when you open the app. It says how many statements are waiting. Click Do it now to go to Mapping Statements, or Remind me later to hide it for now. It doesn’t appear while you are already on the pages where you import or map statements. See Mapping statements.

Troubleshooting

Problem	What to check
A colleague got a notification and you didn’t	Your role probably can’t act on that thing. Ask a workspace admin.
The badge number seems out of date	It refreshes about every 30 seconds. Opening the bell always loads the latest list.
You cleared notifications by mistake	Cleared notifications can’t be brought back, but nothing they referred to was changed. Open the relevant page (for example Mapping Statements or Bills) to see what is still waiting.
You expected an email	The bell doesn’t send email. See “Notifications and email” above.

Related

Finding your wayA tour of the sidebar and header.

WorkflowsScheduled reports by email or notification.

Mapping statementsClear the bank-feed mapping queue.

WebhooksSend payroll and tax events to your own systems.