--- title: ⚙️How to set up email notifications when a checklist is submitted (en) description: You can receive automatic email notifications every time a checklist is submitted in Ditio – either at company level or project level. This makes follow-up easier for HSE and QA managers --- [Skip to content](https://help.ditio.app/en/ditio-knowledge-base/how-to-set-up-email-notifications-when-a-checklist-is-submitted#main-content) - [English](https://help.ditio.app/en/ditio-knowledge-base/how-to-set-up-email-notifications-when-a-checklist-is-submitted) - [Norwegian Bokmål](https://help.ditio.app/nb/ditio-knowledge-base/hvordan-sette-opp-e-postvarsler-for-innsendte-sjekklister) English Show submenu for translations Ditio AS Open main navigation Close main navigation - - [English](https://help.ditio.app/en/ditio-knowledge-base/how-to-set-up-email-notifications-when-a-checklist-is-submitted) - [Norwegian Bokmål](https://help.ditio.app/nb/ditio-knowledge-base/hvordan-sette-opp-e-postvarsler-for-innsendte-sjekklister) English Show submenu for translations - Contact us Contact us How can we help you? - There are no suggestions because the search field is empty. 1. [Ditio Hjelpesenter.](https://help.ditio.app/en/ditio-knowledge-base?hsLang=en) 2. [Checklists](https://help.ditio.app/en/ditio-knowledge-base/checklists?hsLang=en) # ⚙️How to set up email notifications when a checklist is submitted (en) ## You can receive an automatic email notification every time a checklist is submitted in Ditio. The notification can be set up at project level and at company level, making follow-up easier for HSE and QA managers. **Two things must be in place for a notification to be sent:** 1. At least **one recipient** is selected (see the steps below). 2. The recipient has an **email address** registered on their user — without an email address, nothing is sent. **Who can set this up?** The setup below is only visible to **superuser and above**. A regular user sees the ⋮ menu on the project row, but does not get the "Project settings" option. --- ### Project level — notification for a single project You reach a project's notification setup via a **⋮ menu** (three dots) on the far right of the project row. It is easy to miss: 1. Go to **Checklists** in the menu. 2. Find the project in the list and click the **⋮** (three dots) on the far right of the row. 3. Select **Project settings**. ![](https://help.ditio.app/hs-fs/hubfs/01-skjulte-prikker-prosjektliste-en-png.png?width=670&height=327&name=01-skjulte-prikker-prosjektliste-en-png.png)*Image 1 — where the ⋮ is on each project row,  see red markings*   ![](https://help.ditio.app/hs-fs/hubfs/02-prikker-meny-prosjektinnstillinger-en-jpeg.jpeg?width=670&height=327&name=02-prikker-meny-prosjektinnstillinger-en-jpeg.jpeg)*Image 2 — ⋮ opened, the "Project settings" option*   Inside **Project settings** you have two ways to choose recipients: **A) Receivers for all checklists in the project (easiest)** At the top you find the field **"Receivers of all checklists in the project"**. Users you add here get an email whenever *any* checklist is submitted in the project. This field applies only to **this project** — there is no company-wide "receivers of all checklists" setting. **B) Responsible for a specific template** If you want someone to be notified only about one specific checklist, set a **Responsible** on that template: click the **pencil icon ✏️** on the template row under "Active templates", and choose the recipient in the **Responsible** field in the **Template settings** dialog. (The template row also has a separate **"Customize for project"** button — it uses the same pencil icon but is a separate function for editing the template itself for the project, not part of the Template settings dialog.) **Note:** A "Responsible" set at project level does not apply to machine checklists — for those, notifications are governed by the template's own Responsible at company level. ![](https://help.ditio.app/hs-fs/hubfs/03-prosjektinnstillinger-mottakere-ansvarlig-en-jpeg.jpeg?width=670&height=327&name=03-prosjektinnstillinger-mottakere-ansvarlig-en-jpeg.jpeg)*Image 3 — the "Receivers of all checklists" field + Responsible per template*  **Remember to check that the recipients have an email address on their user.**  --- ### Company level — notification for a template across the whole company If you want a template to always notify specific people, regardless of project, set the **Responsible** on the template itself: 1. Go to **Checklists** → **View checklist templates** (top right). 2. Open the template you want to change. 3. Fill in recipients in the **Responsible** field. 4. Click **Save checklist template**.   ![](https://help.ditio.app/hs-fs/hubfs/04-selskapsniva-mal-ansvarlig-en-jpeg-1.jpeg?width=670&height=327&name=04-selskapsniva-mal-ansvarlig-en-jpeg-1.jpeg)*Image 4 — the template's "Responsible" field*  ---  **How the recipients combine** 💡 **Tip:** Company and project recipients are **added together** — they do not replace each other. A person listed in both places receives the email **once**. Use project level when specific projects need *extra* recipients beyond those that apply to the whole company. The person who **submits** the checklist does not get a notification about their own submission. ---  **What's in the notification?** The email contains who submitted it, the project name, the checklist's serial number / identifier, and a **direct link** straight to the checklist in Ditio. --- ### **ℹ️**Frequently asked questions **A recipient gets nothing — why?** The most common reason is that the user has no **email address**. Check this under **Users**. Also check that the person is actually set as a recipient (either in "Receivers of all checklists in the project", as Responsible on the template at project level, or as Responsible on the company template). **Do project notifications override company notifications?** No. Recipients from company and project level are **merged**. If you have set recipients in both places, everyone gets a notification (and duplicates are removed). **Does the person who submits get a notification themselves?** No — the submitter is not notified about their own submission. --- ❓ **Have more questions?** **Check out our help center: [Help center](https://help.ditio.app/en/ditio-knowledge-base?hsLang=en)** Or contact Ditio Support: 📞 +47 941 47 041 📧 [support@ditio.no](mailto:support@ditio.no) - [Ditio Core App](https://help.ditio.app/en/ditio-knowledge-base/ditio-core-app?hsLang=en) - [Competence](https://help.ditio.app/en/ditio-knowledge-base/competence?hsLang=en) - [Payroll and absence](https://help.ditio.app/en/ditio-knowledge-base/payroll-and-absence?hsLang=en) - [Checklists](https://help.ditio.app/en/ditio-knowledge-base/checklists?hsLang=en) # Ditio AS [mailto:email@email.com](mailto:email@email.com) Copyright © 2026, Ditio AS