Notifications and Alerts

What notifications SageScreen sends, when they fire, who receives them, and how to extend notifications to external systems.

Overview

SageScreen delivers notifications through email as the sole transactional channel. There is no in-app notification feed, no push notifications, and no built-in Slack or messaging integration. Every automated notification is an email sent to the relevant user or candidate.

For organizations that need notifications in external systems, SageScreen provides Zapier webhooks that fire on key events and can route data to any connected platform.

Screen Lifecycle Notifications

These notifications track the progress of candidate screenings from invitation through completion.

Trigger	Recipient	Description
Screen invitation sent	Candidate	Invitation email with a unique screening link and expiration date
Screen completed	Screen creator	Notification that the candidate’s screening has finished, including the completion state
Screen cancelled	Candidate	Notification that the screening has been cancelled (only sent if the invitation was previously delivered)
Candidate followup reminder	Candidate	Automated reminder sent when the screen invitation is approaching its expiration date (within 3 days)
Candidate verification failed	Screen creator	Alert that the candidate’s identity verification did not pass

The screen invitation is the most visible notification in the platform. It is the email candidates receive to begin their screening. Invitation emails support full customization per sage, including sender name, sender address, reply-to address, subject line, and body content. Dynamic placeholders are available for candidate name, invitation link, expiration date, interview duration, position, and organization name.

Note

Candidate followup reminders are sent automatically by the system when a screen’s expiration is within three days. Each screen receives at most one followup. Test screens are excluded.

Sage Lifecycle Notifications

These notifications relate to the sage build process.

Trigger	Recipient	Description
Sage build complete	Sage creator	Confirmation that the sage build finished successfully and is ready for deployment or testing
Sage build failed	Sage creator	Alert that the sage build encountered an error and did not complete

Build notifications are sent to the user who initiated the build. Since builds run in the background and can take several minutes, these emails serve as the primary signal that the process has concluded.

Credit Alerts

These notifications help administrators monitor credit usage and avoid service interruption.

Trigger	Recipient	Description
Usage crosses 50%	Council admins	Half of the current pack’s credits have been consumed
Usage crosses 75%	Council admins	Three-quarters of the current pack’s credits have been consumed
Usage crosses 90%	Council admins	Ninety percent of the current pack’s credits have been consumed
Credits running low	Council admins	Remaining credit balance has dropped below the configured threshold
Credits expiring soon	Council admins	Credits are within 10 days of their expiration date

Usage threshold alerts (50%, 75%, 90%) fire once per pack. Each threshold is tracked independently; crossing 75% does not re-send the 50% notification if it was already delivered.

User and Account Notifications

These notifications cover registration, authentication, and team management events.

Trigger	Recipient	Description
Registration verification	New user	Email verification link after self-registration
New user activation	Invited user	Setup link for a newly created account (valid 24 hours)
Council invitation	Existing user	Invitation to join an additional council, with accept/decline options
Password reset requested	User	Reset link sent to the email on file
Password changed	User	Confirmation that the password was successfully updated
Social login password reset	User	Explanation that the account uses social login; no reset link generated
Email change verification	User	Verification links sent to both old and new addresses
User removed from council	Removed user	Notification that access to a council has been revoked
Welcome email	New user	Introductory email after account creation

Social Login Edge Case

When a user whose account was created through Google, Facebook, or LinkedIn requests a password reset, the system sends an explanatory email instead of a reset link. This prevents confusion for users who do not have a SageScreen password.

Candidate Email Customization

Candidate-facing emails (screen invitations, followup reminders, cancellation notices) support per-sage customization. Each sage can override the default email settings with its own configuration.

• Sender name and sender address: control who the email appears to come from.
• Reply-to address: where candidate replies are directed.
• Subject line: the email subject.
• Body content: the full email body, with dynamic placeholder support.

If a sage does not define custom email settings, the system falls back to council-level defaults, then to platform defaults. This fallback (sage, council, platform) ensures candidate emails always have valid configuration while allowing granular customization where needed.