Overview
Florence sends you email notifications to keep you up to date with what's happening at your locations — for example when a worker applies for a shift or a timesheet needs approving. Your Email Preferences page lets you control exactly which of these emails you receive, so your inbox only shows what's relevant to you.
Accessing Your Email Preferences
Email preferences are personal to you — every admin manages their own.
Log in to Florence as an admin.
Open the navigation menu and select Email Preferences.
You'll see a table listing your locations and the types of email you can receive.
Note: Email Preferences are only available to client admins (company staff). Workers and agency staff don't have this page.
How Email Preferences Work
Your preferences work across two dimensions, and both have to be switched on for you to receive a given email:
By location — each of your locations has its own row. If you untick a location, you won't receive any emails for that location, even if the staff type is still selected.
By employment tier (staff type) — you can choose which groups of staff you hear about: Florence staff, permanent staff and bank staff. If you untick a staff type, you won't receive emails about that group at any location, even if the location is selected.
Within each location you can then turn individual email types on or off (see below).
The Email Types & What Each One Sends
There are four types of email you can control, each with its own toggle:
Applications — you're emailed when a worker applies for, books, or is instantly booked onto one of your shifts, so you can review and approve them.
Timesheets — you're emailed when a timesheet has been submitted and is waiting for your approval.
Cancellations — you're emailed when a worker cancels or withdraws from a shift they were assigned to.
Leave Requests — you're emailed when a worker submits (or cancels) a leave request that needs your attention.
Turning Emails On or Off
To change what you receive:
Go to Email Preferences.
Tick or untick a location, a staff type, or an individual email type to control which emails reach you.
Your changes save automatically, and you'll see a confirmation that your preferences have been updated.
Turning off all emails
If you'd rather not receive any of these emails at all, use the Turn off all emails option. Turning off all emails means you won't be notified about applications, timesheet submissions, cancellations or leave requests at any of your locations.
Important: while all emails are switched off, you can't edit your individual preferences. To make changes again, turn your emails back on first.
What Emails We Send Through Florence
The Email Preferences page controls the day-to-day notification emails tied to running your rota — Applications, Timesheets, Cancellations and Leave Requests, as described above.
Some emails are not controlled here and will always be sent, because they're essential to your account — for example account and security emails such as sign-in invitations and password resets.
How Email Preferences Link to Your Permissions
Your email preferences follow your permissions in Florence:
Only client admins (company staff) can open the Email Preferences page.
The locations shown to you are the ones your permission level gives you access to. A Company Director can manage preferences for every location in the company, whereas a Location or Unit Manager only sees the location(s) they manage.
This means you can only receive — and only manage — emails for the locations within your access. If your permissions change, the locations on your Email Preferences page change to match.