Managing your profile & notifications

How to update your profile, change your password, and configure notification preferences.

In the top-right corner of the portal you will find the Profile Menu. This allows you to personalise your experience and manage account security.

Profile menu options

  • Add User Image: Upload a professional profile photo.

  • Change Password: Update your login credentials at any time.

  • Manage Notifications: Customise alerts to suit your workflow.

  • Firm Setup: Return to the Firm Setup section to update configurations.

  • Logout: Securely sign out of the portal.

Managing notifications

  1. Click your Profile Icon at the top right of the portal header.

  2. Select Manage Notifications from the dropdown menu.

Access to Manage Notifications is restricted. Only Admin (Level 1) or Director (Level 6) users can view, control, or update notification configurations.

Notification channels

  • Email: Automated messages sent to your registered email.

  • In-portal alerts: Real-time notifications within the platform. Click the Bell Icon at the top of the screen to view recent alerts. This displays a list of recent alerts with a brief description. Clicking on an individual notification will expand the entry to show full details and provide a direct link to the relevant module.

Notification categories: people and clients

  • Director & Branch Management alerts

  • Roles & Users updates (onboarding, password resets, permission changes)

  • Zato Client notifications (portal invitations, questionnaire progress)

  • Document Signing workflow tracking

Notification categories: workflow and system

  • Job & Client Management notifications

  • Job Workflow alerts (assignments, file locking, review approvals/rejections)

  • Automation & Rules execution updates

  • Documents & Data lifecycle events

  • System & Platform Updates (maintenance, outages, new features)

Screen layout

  • Active counter at the top (e.g. "16 of 18 active") shows how many notification types are currently switched on across both channels combined.

  • Expand All / Collapse All toggles every category open or shut.

  • Search Notifications filters by notification name.

  • Each notification row has two toggle controls: Email (envelope icon) and In-portal alert (bell icon). Both options are available for every notification and can be switched on or off independently.

  • Reset reverts all toggles to their last saved state. Save Changes commits the configuration.

People & Clients notifications

Notifications under this column are sent to Admin (Level 1) and Director (Level 6), except where stated otherwise.

Director Management

  • New Director Added: Triggered when a new Director is added to the practice.

Roles and Users

  • New Staff Onboarding: Sent to newly added staff members with login credentials and onboarding instructions. Recipient is the new staff member directly.

  • Password Reset / Access Recovery: Sent when a password reset is requested or access recovery is initiated. Recipient is the user requesting the reset.

  • Role or Permission Updated: Sent when a user's role or permissions are modified. Recipient is the affected user.

  • User Removed from Practice: Sent when a user is removed from the practice.

Zato Clients

  • Questionnaire Notification: Sent to clients when a new questionnaire is assigned for their response. Recipient is the client.

  • Questionnaire Responded Notification: Sent when a client completes a questionnaire response. Sent to Manager (Level 5) and Director (Level 6).

Workflow & System notifications

Notifications under this column are sent to Manager (Level 5) and Director (Level 6), except where stated otherwise.

Job and Client Management

  • Job Created Successfully: Confirmation notification when a new job is created.

  • Job Status Changed: Triggered when a job's status is updated. Status values include Questionnaire Pending, Ready to Process, Job Setup, Query Stage, In Review, Processed, Review Completed, and Signed Off.

Job Assignment

  • New Job Assigned to Staff: Sent when a new job is assigned to a staff member. Recipient is the assigned user only (Level 2, Level 3, or Level 4).

Review Job

  • Job / Working Paper Rejected: Sent when a working paper or job is rejected during review. Recipient is the assigned Accountant.

  • Job Approved: Sent when a job is approved after review. Recipient is the assigned user only (Level 2, Level 3, or Level 4).

  • Reviewer Comments Added or Updated: Sent when the reviewer adds or modifies comments on a job or working paper.

  • Job marked as Ready for Review: Sent to the people assigned to a job when the job is marked ready for review.

Automation and Runs

  • Automation Run Started: Triggered when an automation begins execution.

Command Centre

  • New Query Added / Query Responded: Sent when a new query is added or a response to a query is provided.

  • Query Reminder Response: Sent to remind that a query needs to be responded to.

  • Query Investigation: Sent when a query is sent to investigate.

Saving changes

After updating any toggle, click Save Changes in the top right to apply the configuration. Click Reset to discard pending changes and revert to the last saved state.