Clients: How to manage who Debitura contacts (emails, notifications, and roles)

Debitura uses two email channels to contact your organisation: a company-level office email and the personal login emails of your team members. This article explains which channel is used for which notifications and how to control who receives what.

Goal

After following these steps you will know how to change your organisation's office email, add or remove people from account-level notifications by adjusting roles, and configure individual notification preferences.

Understanding the two email channels

Before making changes, it helps to understand how Debitura decides where to send emails.

Office email is a single address that represents your company. It is set in Settings under the "Company email" field. Account-level notifications - such as business review requests and reminders - are always sent to this address.

User emails are the personal login addresses of each team member. Case-related notifications (status updates, contract signing requests, partner assignment events) and periodic todo digests are sent to individual users based on their personal preferences.

In addition to the office email, all users with the Admin role receive account-level notifications (business reviews). Users with the User role do not receive these.

Which notifications go where

Notification type	Sent to
Business review requests, reminders, approvals, declines, expiry notices	Office email + all Admin users
Complaint confirmations and status updates	Filing user's email (fallback: office email + all Admin users)
Case status updates, contract signing requests, partner assignment	Individual user email (subject to personal preferences)
Todo digest	Individual user email (subject to personal preferences)

Business review and complaint notifications are always sent regardless of individual preference settings. For more on how complaints work, see Clients: How complaints work.

Step 1: Change the office email

The office email is the company-level address that receives account-level notifications.

Go to Settings.
Find the Company email field under General Settings.
Enter the new email address and save.

The change takes effect immediately for all future notifications. Only Admin users can update this field.

If your account uses divisions, each division has its own office email configured separately. Division office emails are used for division-level information, not for the system notifications described in this article.

Step 2: Control who gets account-level notifications

Account-level notifications (business reviews) are sent to the office email plus all Admin users. To change who receives them, adjust team member roles.

To add someone to account-level notifications:

Go to Settings - Team.
If the person is not on the team yet, invite them. For step-by-step instructions, see Clients: How to invite team members and manage users.
Set their role to Admin. They will start receiving business review emails.

To remove someone from account-level notifications:

Go to Settings - Team.
Find the team member and click the edit link next to their name.
Change their role from Admin to User. They will stop receiving account-level emails but can still work on cases.

Step 3: Manage personal notification preferences

Each team member (Admin or User) can control which case-related emails they personally receive.

Go to Email Notifications (accessible from the account menu).
Toggle the categories you want to receive or stop receiving:

Category	What it covers
Case	Status updates and events on individual cases
Todo digest	Periodic digest of outstanding tasks

Both categories are enabled by default. Disabling a category stops those emails for you only - other team members are unaffected. Business review and complaint notifications cannot be disabled through these settings.

For more details on individual email preferences, see Clients: How to manage email preferences and notification settings.

Result

After completing these steps:

Your office email receives all account-level notifications (business reviews).
Every Admin user also receives account-level notifications alongside the office email.
Users with the User role receive only case-related and todo digest emails, subject to their personal preferences.
Each team member controls their own case and todo digest notifications independently.

Quick reference: roles and notifications

Role	Account-level notifications	Case notifications	Todo digest
Admin	Yes (business reviews)	Yes, subject to personal preferences	Yes, subject to personal preferences
User	No	Yes, subject to personal preferences	Yes, subject to personal preferences