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Email Notifications

Email Notifications

Configure and understand email notifications for permit changes and updates.

Email notifications keep you informed about permit changes delivered directly to your inbox. This guide covers how email notifications work and how to configure them.

How Email Notifications Work

When Plotwise detects a change on your tracked permits:

  1. Change detected: Our scrapers find a change
  2. Scope matched: Change matches your notification preferences
  3. Email generated: Personalized email created
  4. Delivered: Sent to your registered email

Email Format

Subject Line

[Plotwise] BLD-26-0521670: Status changed to In Review

Includes:

  • [Plotwise] prefix
  • Permit number
  • Brief change description

Email Body

Each notification includes:

  • Permit details: Number, address, jurisdiction
  • Change summary: What changed and how
  • Previous value: Old state (when applicable)
  • New value: Current state
  • Timestamp: When change was detected
  • Action link: Direct link to permit

Example Email

Permit Status Changed

Permit: BLD-26-0521670
Address: 726 S OREGON AVE, TAMPA, FL 33606
Jurisdiction: City of Tampa

Change: Status changed from "Pending" to "In Review"
Detected: January 23, 2026 at 10:45 AM EST

View Permit: [Link to permit details]

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Manage your notification preferences in your account settings.

Notification Frequency

Immediate Notifications

  • Sent as changes are detected
  • Typically within minutes of detection
  • Best for urgent monitoring

Daily Digest

  • Single email with all daily changes
  • Sent at your preferred time
  • Reduces inbox clutter

Configure Frequency

  1. Go to Account Settings → Notifications
  2. Select notification frequency:
    • Immediate
    • Daily digest
    • Weekly digest

Event Scopes

Control which changes trigger emails:

ScopeWhat's Included
StatusPermit status changes
ProcessingDepartment review updates
ConditionsConditions of approval
InspectionsInspection scheduling/results
FeesFee additions/changes
AttachmentsDocument uploads
RelatedRelated permit links
AlertsSpecial alerts/warnings

Enable/disable each scope in notification preferences.

Configuring Email Notifications

Enable Email

  1. Go to Account Settings → Notifications
  2. Ensure email is in your alert channel selection
  3. Verify your email address is correct

Select Scopes

  1. Review available event scopes
  2. Check scopes you want notifications for
  3. Uncheck scopes that are too noisy

Recommended Settings

For active monitoring:

  • ✅ Status
  • ✅ Inspections
  • ✅ Fees
  • ❌ Processing (too frequent)
  • ❌ Attachments (low value)

For comprehensive tracking:

  • ✅ All scopes enabled
  • Consider digest mode

Email Deliverability

Ensuring Delivery

Add these addresses to your contacts/allowlist:

Check Spam Folder

If not receiving emails:

  1. Check spam/junk folder
  2. Mark as "Not Spam"
  3. Add to contacts

Email Verification

Your email must be verified:

  1. Check for verification email
  2. Click verification link
  3. Email confirmed

Troubleshooting

Best Practices

Folder Organization

Create email filters to organize:

  • Plotwise folder for all notifications
  • Sub-folders by permit or project
  • Priority flag for status changes

Review Routine

  • Check notifications at consistent times
  • Process in order of urgency
  • Mark as read when handled
  • Archive processed notifications

Team Coordination

  • Each team member sets own preferences
  • Avoid duplicate notification coverage
  • Use digest for overview, immediate for assigned permits

Related Documentation

OverviewSMS Notifications