Sending Email on Status Change in Ontraccr Boards
📧 Sending Email on Status Change in Ontraccr Boards
Overview
Ontraccr lets you automatically send an email to assigned users when a card changes status. This helps keep team members in the loop whenever something moves to a new stage — whether it’s a quote going out, a task being assigned, or a candidate being moved to the next hiring step.
🎯 Why Use Status Change Notifications?
This feature is useful when you want to:
- Keep assigned users notified of progress
- Trigger follow-ups based on workflow changes
- Ensure nothing gets missed when a card moves forward
- Improve accountability and communication across teams
🧩 How to Enable Email Notifications on Status Change
- Open the board and click the ⚙️ Settings icon.
- Go to the Details tab.
- Check the box labeled “Send Email on Status Change.”
- Click Submit to save.
✅ Assigned users will now receive an email each time the card they’re assigned to is moved to a new status.
📋 How It Works
- Triggered only when the card’s status changes (e.g., from “In Review” → “Approved”)
- Email is sent only to users assigned to that card
- Email includes the card title and new status for context
✅ Example Use Cases
| Use Case | Why It’s Helpful |
|---|---|
| Estimating board | Notify estimator when quote moves to “Needs Review” |
| Recruiting board | Let HR know a candidate has moved to “Interview Scheduled” |
| PO tracker | Notify purchaser when card is moved to “Approved” |
| Safety board | Alert supervisor when an incident is moved to “Investigation Complete” |
🧠 Tips & Edge Cases
- Assigned user is required for the email to be sent — no email if the card has no owner
- Combine with task automations to notify and assign next steps at the same time
- Works best when users are actively managing cards across boards
- Use this in tandem with email on card update for more complete alerting