Stay on top of notifications
See what needs your attention in Kelola, sort and clear your notifications, and choose which emails you get.
Kelola tells you when a request needs your decision, and when a request you sent gets a decision. These messages are notifications. You find them behind the bell at the top of every page. Kelola also sends most of them to you by email. This page shows you what Kelola tells you about, how to read, filter and clear your notifications, and how to choose which emails you get.
Before you start
- Every role can get notifications: Employee, Manager, Admin, and Owner. You only need to be signed in.
- What you get depends on your role. Only managers, admins, and owners hear about other people's requests.
See what Kelola tells you about
| What happens | Who hears about it | Notification in Kelola | Email subject |
|---|---|---|---|
| Someone requests leave | The person's own manager, and every admin and owner | "New leave request" | "Leave request from" and the person's name |
| A leave request is approved or rejected | The person who asked | "Leave approved" or "Leave rejected" | "Your leave was approved" or "Your leave was rejected" |
| An owner or admin adds or removes a holiday inside a pending, or approved but not started, leave request | The person who asked, and the people who decide or decided it | "Leave days recounted", with the new number of days | No email |
| Someone withdraws a pending leave request | The person's own manager, and every admin and owner | "Leave request withdrawn" | The person's name followed by "withdrew a leave request" |
| Someone requests a shift fix | The person's own manager, and every admin and owner | "New shift fix request" | "Shift fix request from" and the person's name |
| A shift fix is approved or rejected | The person who asked | "Shift fix approved" or "Shift fix rejected" | "Your attendance correction was approved" or "Your attendance correction was rejected" |
| An owner or admin corrects your attendance record or adds a missing one | The person whose record it is | "Attendance record corrected" or "Attendance record added" | "Your attendance record was corrected" or "An attendance record was added for you" |
| Someone publishes a week of the schedule | Each employee with a newly published shift | "Your schedule is ready" | "Your schedule for the week of" and the date of that Monday |
| A manager changes the day, time or location of a published shift | The employee on the shift | "Your shift changed", with the day and new times | "Your shift on" and the day, "changed" |
| A manager gives a published shift to someone else | Both people | "You have a new shift" for the new person, "Your shift was removed" for the first person | "You have a new shift on" or "Your shift on … was removed", with the day |
| A manager deletes a published shift | The employee on the shift | "Your shift was removed" | "Your shift on … was removed", with the day |
| A manager unpublishes a week of the schedule | Each employee whose shifts went back to draft | "Your schedule was withdrawn" | "Your schedule for the week of … was withdrawn", with the date of that Monday |
| Someone asks you to take one of their shifts | The colleague they asked | "Can you cover a shift?", or "Shift trade offer" for a trade | The person's name and "asks you to cover a shift on" the day, or "offers to trade shifts with you" |
| A colleague accepts or declines your swap | You, the person who asked | "Swap accepted" or "Swap declined" | The colleague's name and "accepted your shift swap" or "declined your shift swap" |
| A colleague accepts a swap | The requester's own manager, and every admin and owner, except the two people in the swap | "Shift swap to approve" | "A shift swap is waiting for your approval" |
| A shift swap is approved or rejected | Both people in the swap | "Shift swap approved" or "Shift swap rejected" | "Your shift swap for" the day, "was approved" or "was rejected" |
| Someone cancels a swap they asked you for | The colleague they asked | "Swap request cancelled" | The person's name and "cancelled a shift swap" |
| An owner or admin finalizes a pay run | Each employee in the pay run | "Your payslip is ready" | "Your payslip for" and the month, for example "Your payslip for September 2026 is ready" |
| An employee asks a question about their payslip | Every admin and owner, except the person who asked | "Question about a payslip", with the person's name and the month | The person's name and "has a question about a payslip" |
| An owner or admin resolves a question about your payslip | You, the person who asked | "Your payslip question was answered", with the month | "Your question about your" and the month, "payslip was answered" |
| The Kelola team closes your plan change request | You, the owner who asked (or every owner, if that person has left) | "Your plan change is done" or "Your plan change was declined", with the number of seats | No email |
| An owner or admin changes your role | You | "Your role changed", with your new role | "Your role in Kelola changed" |
| An owner or admin sets or removes your line manager | You | "Your line manager changed", with the name, or "Your line manager was removed" | "Your line manager changed" |
| The owner asks you to become the owner | You, the admin who was asked | "You were asked to become the owner", with the owner's name | The owner's name and "wants to make you the owner of" your company |
| The admin declines, or the owner cancels, an ownership transfer | The owner (declined) or the admin (canceled) | "Ownership transfer declined" or "Ownership transfer canceled", with the name | No email |
| Ownership moves to someone else | The new owner and the old owner | "Your role changed", with the new role | "Your role in Kelola changed" |
| An employee uploads their own document | Every admin and owner, except the person | "New employee document", with the name and the file | No email |
| An owner or admin adds or removes a document for you | You | "A document was added for you" or "A document was removed", with the file | No email |
Nothing else sends a notification. For example, Kelola tells no one when you clock in, or when a manager changes only the role or note of a shift. Changes to draft shifts tell no one, because employees cannot see drafts.
A few things to know:
- You never get a notification about a request you sent yourself.
- If an admin changes your role and your line manager in one save, you get two notifications but one email, "Your role and line manager changed". If they save without changing either one, Kelola tells you nothing.
- A person who is still Invited gets the role and line manager notifications when they activate their account, but no email about them.
- Kelola tells only the people who can decide a new request: the person's own manager, and every admin and owner. The manager is the person above them in the org structure. Managers of other teams are not told. People who are Suspended or Offboarded get no notification and no email. If someone else already decided a request, it no longer appears in your lists.
- Shift fix messages show dates and times in your company's time zone, which an admin sets in Settings → Company. This covers the clock-out time in a "Shift fix approved" notification, the clock-in and clock-out times in the shift fix request email, and the date and clock-out time in both decision emails, approved or rejected.
- Payslip question messages never include the question or the answer, because they can name an amount. Managers do not get them, because only admins and owners can see pay. Read the question and the answer in Kelola.
Notifications show in the language you use in Kelola, including the time labels, such as "5 min. ago". If you change your Language, your notifications change with it. Notifications from before this feature keep their original English text. Emails use the Language you chose in Preferences, or English if you never chose one.
Check your notifications
- Find the bell at the top right of the screen, next to your avatar. A number on the bell shows how many notifications you have not read. Above 99, it shows 99+. When you have read them all, the number goes away.
- Select the bell. A panel opens with your 15 newest notifications, newest first. Each one shows what happened, a short detail such as a name or dates, and how long ago it arrived. A dot next to the title means you have not read it yet.
- Select a notification. Kelola marks it as read and opens the page it is about.
Each notification opens one of these pages:
- A new leave request or a new shift fix request opens My team → Approvals, where you decide it. Notifications sent before this change still open My leave or Shift fixes. You can decide requests there too, under Pending approvals.
- A decision on your leave opens My space → My leave.
- A decision on your shift fix opens My space → Shift fixes.
- A corrected or added attendance record opens My space → My attendance.
- A change to your role or line manager opens My space → My profile.
- A change to one of your shifts, or a withdrawn schedule, opens My space → My schedule on that week.
- A shift swap message opens My space → My schedule on the week of the shift, where you find it under Swap requests. A swap to approve opens My team → Approvals.
- A plan change message opens Settings → Billing.
If you have no notifications yet, the panel says You're all caught up. The panel cuts long text short. To read a notification in full, open the Notifications page.
The bell checks for new notifications by itself. While the Kelola tab is on screen, it checks about once a minute. It also checks when you come back to the Kelola tab. When the tab is hidden, Kelola does not check. So a new notification can take up to a minute to show.
See all your notifications
- Do one of these:
- Select the bell. At the bottom of the panel, select Show all notifications.
- In the sidebar menu, select My space → Notifications.
The Notifications page opens. It lists every notification you have received, newest first. Unread notifications have a coloured background and a dot. Under the page title, Kelola shows how many are unread, for example 3 unread. When you have read them all, it says You are all caught up.
Kelola loads 15 notifications at a time. Scroll down to load more, or select Load more. If you have no notifications yet, the page says Nothing here yet.
Filter your notifications
Above the list, two filters help you find a notification:
- All or Unread. Unread shows only the notifications you have not read.
- A category list. Select one category to see only its notifications, or All categories to see everything.
| Category | What it holds |
|---|---|
| Leave | Leave requests and decisions on leave |
| Shift fixes | Shift fix requests, decisions on shift fixes, and attendance records an admin corrected or added |
| Schedule and shift swaps | Changes to your shifts, a withdrawn schedule, and shift swap messages |
| Payslips | Questions about payslips, and their answers |
| Role and line manager | Changes to your role or your line manager, and ownership transfers |
| Billing | Plan change messages |
You can use both filters together. If nothing matches, the page says No notifications match. Select Show all notifications to clear the filters. The number under the page title always counts all your unread notifications, whatever the filters show.
Mark notifications as read or unread
- To mark one notification as read, select it. Kelola also opens the page it is about.
- To mark one as read without opening it, select Mark as read (the open envelope) on its row on the Notifications page.
- To mark a read notification as unread again, select Mark as unread (the closed envelope) on its row. Use it to keep something on your list for later. The number on the bell goes up by one.
- To mark all of them as read, select Mark all as read. You find it at the top of the bell panel and at the top of the Notifications page. It shows only when you have unread notifications. It marks every unread notification as read, including the ones further down the list.
Delete a notification
On the Notifications page, select Delete notification (the bin) on the row. Kelola removes it at once and shows Notification deleted. You cannot undo this. Deleting a notification does not change the request or the record it was about.
You can only delete your own notifications. Deleting one does not remove it for anyone else who got the same news.
How long Kelola keeps notifications
Kelola removes old notifications by itself, once a day:
- A notification you have read is removed 90 days after you read it.
- Any notification, read or not, is removed 365 days after it arrived.
Marking a notification as unread keeps it until it is 365 days old.
Choose which emails you get
Kelola sends the emails in the table above to your work email, the address you sign in with. Each email has a button that opens the matching page in Kelola. You may need to sign in first.
To choose your emails:
- Select your avatar at the top right of the screen. It is the round button with your initials.
- In the menu, select Preferences.
- Under Email notifications, choose what to get:
- Turn off Email notifications to stop every email in the table.
- Or leave it on, and under Email me about, turn off only the kinds you do not want: Leave, Shift fixes, Schedule and shift swaps, Payslips, or Role and line manager.
Kelola saves each change right away and shows Preferences saved.
Keep these points in mind:
- Every switch is on until you turn it off.
- Email notifications is the main switch. When it is off, you get none of the emails, and the switches under Email me about cannot be changed. Turn it back on to use them again. Kelola remembers what you chose under it.
- Each switch covers both sides: the requests you decide and the decisions on your own requests. Schedule and shift swaps also covers the email about a published week. Payslips also covers the email about a new payslip.
- There is no email switch for Billing, because Kelola sends no billing email.
- The setting is only for you. It follows your account to every device you sign in on.
- Your notifications in Kelola keep arriving. You cannot turn those off.
- The invite to join your company and the welcome email always arrive. No switch covers them.
A published schedule and a new payslip have no notification in Kelola. If you turn off Email notifications, Schedule and shift swaps, or Payslips, nothing tells you about a new week of shifts or a new payslip. Changes to a published shift still arrive as notifications. Check My space → My schedule and My space → My payslips yourself.