Notifications & Alerts

Choose what you want to know about and how you want to hear about it. Whether it’s a new appointment, a failed payment, or low inventory — you decide which events trigger alerts and whether they come as in-app notifications, emails, or texts. Decoda tracks dozens of event types across your clinic — from new appointments to low inventory warnings. The Notifications settings page lets each user choose which events they want to be alerted about and how those alerts are delivered.

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Notification Delivery Methods

Each alert can be delivered through one or more of the following channels:

• In-App: Appears in the notification bell inside Decoda. Always available to all users.
• Email: Sent to the email address registered on your user account.
• SMS: Sent as a text message to the phone number on your user account.

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Configure Your Notification Preferences

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Alert Categories

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Patient Alerts

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Appointment & Schedule Alerts

Checklist notifications are now separate by checklist step. If you previously received Appointment Checklist Updated alerts, your preferences carry over to each checklist step so you can turn off the ones you do not need.

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Payment & Billing Alerts

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Communication Alerts

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Form Alerts

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Task Alerts

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Inventory Alerts

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Global Controls

You do not need to configure each alert individually. The Global Controls section at the top of the Notifications page lets you manage every subscription at once:

• All In-App / All Email / All SMS: Each delivery channel has its own master switch. Toggle one to enable or disable every alert across all categories for just that channel. A progress bar shows how many alerts are currently subscribed for each channel.
• All Notifications: A single master switch that turns every alert on or off across every channel at once.

Within each alert category, you can also toggle a whole column (e.g., turn on In-App for every alert in the Patient Alerts section) using the column header switch in that section.

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Appointment Notification Scope

By default, you only receive appointment-related notifications for appointments where you are an attendee (e.g., the assigned provider). If your role requires visibility into all appointment activity — for example, front desk or office managers — you can turn this filter off.

1. Go to Settings > Notifications.
2. Find the Appointment Notification Scope section.
3. Toggle Only My Appointments off to receive notifications for all appointment activity, or on to limit notifications to appointments you are attending.

This setting only affects appointment alerts (scheduled, cancelled, updated, self-scheduled, and appointment requests). Block and shift alerts always notify attendees only, regardless of this toggle.

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Team Notification Defaults

Admins can configure default notification preferences at the team level. When a new member is added to a team, their notification preferences can be set up automatically based on the team’s defaults — so they don’t start from zero.

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Set Up Defaults for a Team

1. Go to Settings > Teams and create or edit a team.
2. Expand the Notification Defaults section at the bottom of the form.
3. Toggle the alert types and delivery methods you want as defaults for this team.
4. Optionally, configure the Appointment Notification Scope to set whether new members receive all appointment notifications or only their own.
5. Save the team.

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Apply Defaults When Adding Members

When adding someone to a team — whether through the team editor, the invite form, or the user editor — a checkbox labeled Apply team notification defaults appears if the team has defaults configured. Check it to copy the team’s defaults onto the new member.

• Defaults are merged with any existing preferences the member already has. Their current preferences are not removed.
• If a member belongs to multiple teams and defaults are applied from each, preferences from all teams are combined.
• After defaults are applied, the member can freely change their own preferences at any time.

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Location Filtering

Some alerts support location-based filtering so you only receive notifications for events at specific clinics:

• When enabled, alerts are limited to events at your assigned location(s).
• This is useful for multi-location organizations where staff only need to see their own clinic’s activity.

To enable location filtering for an alert type, look for the Location Filter option next to the alert toggle. Select the locations you want to receive alerts for, and events at other facilities will be excluded.

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Notification Sounds

You can choose a sound that plays when new in-app notifications arrive. This setting is found on the Notifications settings page under Notification Sound. Available sounds: None (silent), Pop, Droplet, Gentle, Aurora, Cosmic. Click any option to preview it and select it. Your choice is saved to your user profile, so the same sound plays on any device you sign in to.

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If sound doesn’t play

Most browsers block audio until you click somewhere on the page. If your sound is set but hasn’t been unlocked yet, a yellow alert appears under the sound picker reading Sound is blocked until you interact with the page, with an Enable sound button. Click it once to unblock — the browser will then allow notification sounds for the rest of your session. If your browser can’t play audio at all, the alert instead reads Your browser doesn’t support notification sounds and no button appears.

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Ringtone

Choose a ringtone that plays when an incoming call arrives in Decoda. This setting is found on the Notifications settings page under Ringtone. Available ringtones: None (silent), Chime, Pulse, Melody, Ripple, Beacon. Click any option to preview it and select it.

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Patient Status Alerts

If your clinic uses Patient Status tracking on the calendar, you can enable toast notifications when a patient has been waiting too long at a checklist step.

1. Go to Settings > Notifications.
2. Find the Patient Status Alerts section.
3. Toggle Overdue Patient Alerts on to be notified when patients are waiting too long, or off to disable these alerts.

This section only appears if your clinic has the Patient Status module enabled.

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Advanced Configuration