Managing email recipients

Overview

Kompass sends automated emails from eight distinct areas of the platform, each with its own set of templates and recipient controls. All templates are managed through the Admin site and follow the same pattern: you configure one or more recipient addresses on each template, and Kompass resolves those addresses at send time. Alongside standard email addresses, every template type supports magic email addresses, special placeholders that resolve dynamically to the right person based on who is involved in the record being sent.

This article covers every email area in Kompass, where to find the recipient settings, and a full reference for all magic email addresses.

Part 1: How Recipients Work

Static addresses

You can enter any real email address directly into the Recipients field of a template. That address will receive every email sent by that template, regardless of which record triggered it.

Magic email addresses

Magic addresses use the format role@magic.kompassbms.com . Instead of going to a fixed inbox, they resolve at send time to whoever holds that role on the specific record. For example, managed_by@magic.kompassbms.com  on a project email template will send to whichever user is the project manager on each project, so a single template covers all projects without needing a fixed address.

If a magic address cannot be resolved, for example, a project has no manager assigned, that recipient is silently skipped and no error is raised.

BCC

Several template types also have a separate BCC field. Any address entered there is blind-copied on every email sent by that template, regardless of the recipients field. This is useful for compliance or monitoring inboxes. BCC is available on: Projects, Proposal Items, Tasks, Clients, and Invoices. It is not available on Comments, Expenses, or Leave.

Part 2: Email Areas and Where to Configure Them

1. Projects

Admin path: Admin → Projects → Email Templates

When emails are sent: Whenever a project moves through a workflow stage. One email template can be created per trigger. If multiple templates exist for the same trigger on the same org, all of them fire.

Available triggers:

Available magic addresses:

2. Proposal Items

Admin path: Admin → Quote_Items → Email Templates

When emails are sent: When a proposal item changes state within a project.

Available triggers:

Available magic addresses:

3. Tasks

Admin path: Admin → Tasks → Email Templates

When emails are sent: When a task is created, assigned, scheduled, completed, or closed.

Available triggers:

Available magic addresses:

4. Clients

Admin path: Admin → Clients → Email Templates (Clients)

When emails are sent: When a client record is created or certain contacts or managers change.

Available triggers:

Available magic addresses:

5. Invoices

Admin path: Admin → Clients → Invoice Email Templates

When emails are sent: When an invoice moves through its approval workflow, or when it is manually sent to a client.

Available triggers:

Available magic addresses:

6. Expenses

Admin path: Admin → Expenses → Email Templates

When emails are sent: When an expense record is created, assigned, submitted, or reaches a decision point.

Available triggers:

Available magic addresses:

7. Leave

Admin path: Admin → Leave → Email Templates

When emails are sent: When a leave request is made or a decision is recorded.

Available triggers:

Available magic addresses:

8. Comments

Admin path: Admin → Comments → Email Templates

When emails are sent: Whenever a comment is posted on a project, proposal item, or other commentable record. Unlike other template types, there is one comment template per org rather than per trigger. All comment notifications use the same template.

Available magic addresses:

Part 3: Digest Emails

Admin path: Admin → Digests → Digests

Digests are scheduled summary emails that run automatically on a cron schedule. Unlike the event-driven templates above, they do not fire in response to a specific action. They collect and summarise data from across the platform (equipment calibration dates, qualifications expiry, pending leave, and open proposals) and deliver it on a schedule you define.

Recipient configuration

Digest recipients are configured differently from the event templates. Instead of a Recipients array, digests have three Jinja template fields:

This means you can dynamically build the recipient list from active users rather than hardcoding addresses. For example, {{ users_active | map(attribute='email') | join(', ') }}  would send the digest to every active user.

Individual vs batch mode

Each digest has an Individual toggle. When enabled, Kompass sends a separate email per recipient with a user  context variable in the template, allowing the email body to be personalised for each recipient. When disabled, one email is sent to all recipients together.

Opt-out

Individual users can be opted out of a digest without modifying the template. Go to Admin → Digests → User Digests and create a record linking the user and the digest with Disabled ticked. That user will be excluded from future sends of that digest.

Part 4: Document and Report Templates (Sending, Not Notifications)

Document templates (proposals, invoices, letters) and report templates (Excel exports) do not have their own email notification templates. When a document is sent from a project, the recipients come from the Invoice Contacts list on the project record, not from any Admin template.

To update who receives documents sent from a project, go to the project's detail page and update the Invoice Contacts field. This controls who is emailed when a document is sent using the Document Sending action.

Report templates are downloaded directly by the user who requests them. They are not emailed automatically.

Part 5: The Sender Address

All automated emails are sent from the default platform sender address configured in the system settings (DEFAULT_FROM_EMAIL ). Each email template has a Sender template field that can override this on a per-template basis using a Jinja expression.

The one exception is the Invoice Sending trigger. When an invoice is manually sent, the sender identity is set to the requesting user's name and email address rather than the platform default.