Emails

Every letter Hafrix can put in a mailbox: what its subject line says, what sets it off, who receives it, and where — if anywhere — it can be switched off.

Where: nowhere on screen. Hafrix has no sent-mail folder and no notification preferences page; email is a one-way door out of the product. This page is the whole list, so that a letter arriving at 07:30 can be identified without guessing.

Who gets what

At a glance

Twenty-six letters, and they divide into six families by who they are written for. Who a letter is written for decides what its footer can honestly promise about opting out.

Common to all of them:

• From Hafrix <noreply@hafrix.com>, Reply-To care@hafrix.com. The one exception is the invoice — see The one letter that leaves your workspace.
• English only. So is the rest of Hafrix. There is no per-person language for mail.
• Your logo is in the header. Upload one in Settings → Workspace and every letter about this workspace carries it, next to the Hafrix mark — the same image printed on your PDF forms. Without a logo the header shows the workspace name in text, as it always did. A mail client that blocks images shows that same name.
• No letter offers to unsubscribe. Hafrix does not mail people who did not ask to be here: an address is on a list because an admin put it there, and the same admin takes it off. What the footer gives you instead is the place the list lives — Settings → Alerts — and the address of a person to write to.
• Times are written out in full — 31 Aug 2026, 07:45 (Riyadh, UTC+3) — because "07:45" alone cannot answer was that me? The zone is your workspace's, except in the few letters that are sent without a workspace in the request: a password reset, a password changed through a reset link, and the notice to a replaced address are stamped in UTC.
• Subject lines are not tagged [Hafrix]. Nine of the twenty-six lead with the workspace or company name instead — the invitations, the sign-up pair, the ownership hand-over, the digest and both invoice letters — so that someone who administers two companies can tell two letters apart in the list. The ten account letters name Hafrix rather than a company, because the account is not a company's. The rest — the certificate, the damage, the repairs, the closed month, a returned ticket, an announcement — lead with the thing that happened and name the workspace inside the letter.

Key concepts

Who "the fleet recipients" are

Six letters go to one shared list — the alert digest, the voided certificate, the damage report, both repair letters and the closed month. That list is a stored list of addresses for the workspace; while it is empty — and today it is empty for everyone, because nothing in the product fills it — the letters go to every active member with the role manager or admin instead. Either way it is a role list, not a section list: a manager whose group has no grant on Items still gets the certificate letter.

The past-due invoice summary is the exception that proves the rule: it goes to managers and admins who can see the Invoices section, because billing is a section people are deliberately kept out of.

The letters that leave your workspace

Invoice {number} from {tenant_name} — {total} and Credit note {number} for invoice {number} — {total} are the emails Hafrix sends to someone who is not a member of your workspace: the client's accounts payable. Three things about them are unlike every other letter.

• The document travels as a PDF attachment, not a link. The recipient has no Hafrix account and never will, so a link to the invoice card is a locked door.
• Reply-To is the person who pressed the button, not care@hafrix.com. A question about the amount belongs with whoever issued it.
• They contain no links into the application and not one word about the fleet. The footer says only Sent by {company} · {name} · {email} and Delivered through Hafrix.

Everything else — including the invitation and the company sign-up letter — is addressed to someone who is, or is about to become, a person inside a workspace.

What decides whether a letter goes at all

Five different gates, and they are worth telling apart when a letter you expected did not arrive.

The catalogue

Subjects are printed exactly as they arrive; {…} is filled in when the letter is built.

Your account and access

Sent to the address on the account. Nine of these carry the footer that says Security notices cannot be turned off — and mean it. The tenth, the two-factor reminder, is a workspace letter wearing an account letter's clothes: its footer says instead that it reached you because you administer {company}.

Your workspace

The fleet

All six go to the fleet recipients.

Money

Your own work

Announcements

Schedules

Everything below runs on the workspace's own clock — the time zone set in the tenant profile. A workspace in Riyadh gets its fleet letters at 07:30 Riyadh time, a workspace in Houston at 07:30 Houston time: the letters are meant to be waiting when the shift starts, not to wake anyone. Two exceptions run in UTC because they are not tied to a workspace: the beat connector pull (it follows the connector's own rebuild) and the two-factor reminder (it is sent to a person, not to a workspace).

Two consequences worth remembering. A certificate you fix at noon stops appearing in the digest tomorrow morning, not this afternoon — unless someone presses Check now in Alerts & notifications. And an alert that has already been in one digest never causes another: it stays in the letter as context, but it is not news twice.

How to

Change who gets the fleet letters

Who: Admin only.

1. Open Settings → Users & invites.
2. The fleet letters follow the role. Someone who should not receive them should not be a Manager or Admin — change the role in the row.
3. For the past-due invoice letter only, the Invoices section grant also counts: Settings → Groups decides who can see the section, and only people who can see it are written to.

Result: the change applies to the next letter — the recipients are worked out fresh each time, not stored on the letter.

If it fails: a named recipients list beats the roles. Open Settings → Alerts and write the addresses there — one per line, a shared mailbox is fine — and the fleet letters go to that list instead of to the managers and admins. Empty the list and the roles take over again. Nobody can take themselves off either lever: this is a company decision, and there is no personal unsubscribe.

Stop or slow the daily fleet digest

Who: Admin only — this is a decision for the workspace, not for one inbox.

1. Open Settings → Alerts.
2. Digest — daily, weekly (it then goes out on Mondays) or off.
3. To change who receives it rather than how often, edit the Recipients list on the same tab, or change the person's role in Settings → Users & invites.

Result: the digest is the only letter that arrives on a schedule rather than because something happened, so it is the only one whose rhythm is worth changing at all. The rest are one letter per event and stop when the events stop.

If it fails: there is no Unsubscribe link in the letter, and no personal switch for it either — looking for one is the usual reason this takes a while. If you receive the digest and should not, you are either on the recipients list or you hold a role that gets it; both are changed by an admin on the two tabs above.

Send an invoice to a client

Who: Manager and above, with the Invoices section.

1. Open the invoice and click Send — or Send again if it has gone out before.
2. Leave To empty to use the billing address on the client card, or type another address. There is one address per send: no copies, no blind copies.
3. Add A line to the client if this invoice needs a word of explanation. It is printed in the letter, above the amounts.
4. Click Send.

Result: the client receives Invoice {number} from {tenant_name} — {total} with the PDF attached; replies come to you, not to Hafrix support. The invoice turns Sent, the covered tickets and repairs turn Invoiced, and everyone else who can see Invoices gets the notification row Invoice {number} sent — you get a toast instead, because you already know.

If it fails: No billing address for this client — add one on the client card. — add Email or a billing address in Clients & companies. The Send button is missing entirely on an invoice that is voided, that has no lines, or that still has unpriced ones — for the last, the card says {count} lines have no price. The invoice cannot be sent until they are priced or removed.

Resend an invitation

Who: Admin only.

1. Open Settings → Users & invites and find the row under Invitations.
2. Click Resend.

Result: Reminder: your invitation to {tenant_name} on Hafrix goes out with a fresh link, and the row shows Sent.

If it fails: the previous link stops working the moment the new one is issued — if the invitee opens the old letter, they get an expired link and need this one. A row marked Link only was created without an email: copy the link with Copy link and send it yourself.

Work out whether a letter really went out

Who: Admin for an invitation; Manager and above with the Invoices section for an invoice.

1. For an invitation: Settings → Users & invites → the Invitations table shows Sent or Link only, and when it expires.
2. For an invoice: the invoice card shows Sent in the facts, and sent {count} times when it has gone out more than once.
3. For anything else, the application has no answer — write to care@hafrix.com.

Result: those two screens are the only places in Hafrix that admit to having sent an email.

If it fails: there is no mail journal on any screen. Delivery is logged on the server, and support can look a letter up by address and template — but nothing in the interface exposes it, so "it never arrived" is a question for care@hafrix.com, not for a screen.

What is a notification, not an email

Most of what happens in Hafrix never becomes a letter. It becomes a row in the notification list — the bell in the capsule. Rows are for things you should see when you next look; letters are for things you should see even if you do not look today. The full catalogue of rows is Notification codes; this is only the boundary between the two.

A row, never a letter:

Both a row and a letter: damage reported, repairs closed, the month closed, invoices past due, a ticket sent back, an announcement published with Send by email as well.

A letter and no row: everything about your account and your access, invitations, ownership, a voided certificate, the fleet digest, the invoice to your client.

Related

• Notification codes — the other half: every notification row, what it says and when it disappears.
• Alerts & notifications — the rules behind the nightly digest, and the Check now button.
• Roles & access — the role and the section grant that together decide who is written to.
• Account — your address, your password, your devices, your two-factor: the source of most of the letters above.
• Catalogues in Settings — invitations, announcements and groups.
• Finance — the depreciation run and Close the month now, behind the closed-month letter.
• Invoices — the invoice card, and the only letter that leaves the workspace.

FAQ

Is there a letter in my own language? — No. Hafrix is in English, letters included. Names of your own data — items, clients, work orders — arrive as they are written in your workspace.

Can I turn off the security notices? — No, and that is the point. A letter saying "your password was changed" is worth nothing if the person who changed it could have switched it off first.

The footer links to Settings → Alerts and I cannot find that tab. — It is not built yet. Recipients follow the role today; see Change who gets the fleet letters.

Why do I get fleet letters about a section my group cannot open? — Because that list is a role list: every active manager and admin. Only the past-due invoice letter respects the section grant.

The digest did not arrive this morning. — Nothing new since the last one. The digest goes out only when at least one alert has never been in a digest before; a yard where yesterday's problems are still yesterday's problems is quiet on purpose. Check now on the Alerts & notifications screen re-evaluates the rules but does not send the letter.

Why did closing a repair send nothing? — Its billing is Internal. There is nothing to invoice, the timeline already has the record, and a letter about your own money moving from one pocket to the other is noise.

Why did my client not get the invoice? — Check the address first: Send falls back to the billing address on the client card, which may be empty or stale. Then check their spam folder — the letter comes from noreply@hafrix.com even though it is signed by your company. If both look right, write to care@hafrix.com: delivery is logged on the server, but no screen shows it.

Someone left the company and still gets the fleet letters. — Deactivate the membership in Settings → Users & invites. Only active members are written to, and the list is worked out fresh for every letter.