Team notifications: instant alerts on phones and computers

When a client cancels, books or is about to arrive, your team knows right away: a notification on the phone or computer, like any other app. It doesn’t use WhatsApp or spend credits: those stay for your clients’ reminders.

Each person chooses what they want to get and on which devices. Everything we notify you about also stays in your Citauno inbox, so nothing is lost even if the phone is off.

What we notify you about

• New booking. A client booked online or someone on the team booked you an appointment. Includes bookings waiting for your approval; if the booking asks for an online deposit, it arrives once the client pays. On from the start for the appointment’s professional.
• Cancellation. Cancelled by the client or by someone at the business. On from the start for the appointment’s professional and whoever runs the business.
• Next appointment. A few minutes before it starts (you pick how many: 5, 10, 15, 30 or 60). On from the start for the appointment’s professional.
• Rescheduled. The day, time or professional changed. Both the professional who had it and the one who gets it are told. Off at first: turn it on if you want it.
• Client confirmed. The client confirmed from the WhatsApp reminder or the booking link. Off at first: turn it on if you want it.
• Online payment received. The client paid the deposit or the booking with tpago (if your business takes online payments). Off at first: turn it on if you want it.
• WhatsApp credits running low. Few credits are left and your clients’ reminders are about to stop. Once per billing period. On from the start for owner and admins.

Also:

• Whoever made the change isn’t notified. If you cancel a booking, the others are told, not you.
• Nothing about the past. If you fix yesterday’s appointment, nobody gets anything.
• Closing the business or cancelling a whole series doesn’t send one notification per appointment. A series notifies once.

Each notification shows the client, the day and time, the service and the professional. Tapping it opens the booking: in the business panel for the owner, admins and managers, and in My calendar for the professional.

The inbox

The side menu has Notifications, with a red number when you have unread ones. On a phone, the menu button shows a red dot.

• Notifications are grouped by day: Today, Yesterday and the date.
• Unread ones have a blue dot. They’re marked as read when you tap them, or all at once with Mark all as read.
• All and Unread filter the list.
• The inbox keeps the last 90 days.
• You see the notifications of the business you’re in. If you work at several, each one has its own inbox.

The inbox gets every notification even if you haven’t turned on any device.

Turning notifications on for a device

Notifications are turned on for each device separately: your phone, the front-desk computer, the tablet. Having them on the computer doesn’t turn them on for the phone. We recommend turning them on at least on your phone, where they help most.

When you open Citauno

The first time you open Citauno on a device, it asks Want to hear about it right away?

1. Tap Turn on notifications.
2. The browser asks whether Citauno may send you notifications. Tap Allow.
3. Done: that device now gets your notifications.

If you tap Not now, we won’t ask again on that device. You can turn them on any time in Notifications → Settings → This device.

From Settings (any device)

1. Open Citauno on the device you want to turn on.
2. In the side menu, tap Notifications, then the Settings tab.
3. Under This device, tap Turn on for this device, then Allow.
4. Tap Send a test. In a few seconds you get “All set! Notifications work”.

On an Android phone

Works in Chrome, Samsung Internet, Edge, Firefox and Opera.

1. Open citauno.com in your phone’s browser and sign in.
2. Turn them on from the welcome prompt or in Notifications → Settings.
3. Optional, but handy: in the browser menu (the three dots), tap Add to Home screen. Citauno becomes one more app and opens straight on your calendar.

Notifications arrive even with the browser closed.

On an iPhone or iPad

On iPhone, Apple only allows notifications for apps on the Home Screen (iOS 16.4 or newer). From Safari alone, they don’t arrive. So first add Citauno to your Home Screen:

1. Open citauno.com in Safari and sign in.
2. Tap the Share button (the square with the arrow pointing up).
3. Choose Add to Home Screen and tap Add.
4. Close Safari and open Citauno from the new icon on your Home Screen. It opens on your calendar.
5. There, turn them on from the welcome prompt or in Notifications → Settings → Turn on for this device, and tap Allow.

If you open Citauno in Safari, it shows you these same steps.

On a computer

Works in Chrome, Edge, Firefox and Safari (Mac).

1. Open Citauno, turn them on from the welcome prompt or in Notifications → Settings, and tap Allow.
2. Notifications arrive while the browser is open, even if Citauno isn’t on screen. If you quit the browser completely, they arrive when you open it again (if they still matter: a “next appointment” that’s already over doesn’t arrive).
3. On a Mac, check that System Settings → Notifications → your browser has notifications allowed.

Adding your phone from the computer

On a computer, Notifications → Settings shows a QR code under Get them on your phone. It’s the address of that same page:

1. Point your phone’s camera at the code and open the link.
2. Sign in if asked.
3. Tap Turn on for this device and Allow.

On iPhone, add Citauno to your Home Screen first and open it from there (see above). The code holds neither your password nor your session: someone scanning it without your account only sees the sign-in page.

Your devices

Below This device is the Your devices list: every browser where you turned notifications on, with the last notification it got. The one you’re using says This one.

• Remove stops sending notifications to that device. Use it if you lost your phone or changed computers. To have it back, turn it on from that device.
• Turn off (under This device) turns notifications off on the device you’re using.
• Signing out stops that device from getting notifications. On a shared computer, the next person doesn’t see your cancellations. When you sign back in, it turns back on by itself.

Choosing what you get

In Notifications → Settings you pick which notifications you want, with one switch each. What you choose applies to all your devices, for this business.

My bookings and Team

• My bookings: the bookings in your own calendar. You see it if you’re a professional (or if the owner or a manager also sees clients).
• Team: the other professionals’ bookings. The owner, admins and managers see it.
• From the team, follow sets whose: All professionals, or Choose and tick a few. For example, a receptionist who runs two barbers’ calendars.

Next appointment

In the Next appointment row you pick how far ahead we notify you: 5, 10, 15, 30 or 60 minutes before. It arrives once per appointment; if the appointment moves, it arrives again for the new time.

Business

The owner and admins also see WhatsApp credits running low, to top up before the reminders stop.

Do not disturb

Turn on Do not disturb and pick the hours, for example from 22:00 to 08:00. Nothing rings during those hours: notifications are still kept in your inbox and aren’t sent when the hours end. The business’s time zone applies.

Tap Save to apply your changes.

Going back to the business’s settings

If you changed something and want to go back to what the owner set for the whole team, tap Go back to the business’s settings, below Save.

What the team gets from the start (owner and admins)

The owner and admins set what the team starts with in Notifications → the Team tab:

• Professionals: what they get about their own bookings.
• Front desk and admins: what they get about the team’s bookings.
• Next appointment: the starting lead time.
• Business: the business notifications for admins.

Each person can change their own later. Whatever they didn’t change follows what you set here, including later changes: if you turn on Rescheduled for professionals tomorrow, everyone who never touched it gets it.

If they don’t arrive

1. Check the inbox. If the notification is there, Citauno sent it and the problem is on the device.
2. Check This device in Notifications → Settings. The text tells you its state:
   • Notifications are off on this device: tap Turn on for this device.
   • Notifications are blocked in this browser: unblock them (step 3).
   • On iPhone, notifications only reach the Citauno app: add it to your Home Screen (see On an iPhone or iPad).
3. Unblock in the browser:
   • Chrome or Edge (computer or Android): tap the icon left of the address (the lock or the settings icon) → Notifications → Allow, and reload the page.
   • Safari on a Mac: Safari → Settings → Websites → Notifications → citauno.com → Allow.
   • Firefox: the lock → clear the Send notifications block and reload.
   • iPhone: Settings → Notifications → Citauno → Allow Notifications.
4. Tap Send a test. If it says you have no devices turned on, turn this one on.
5. Check the phone: the phone’s Do Not Disturb or Focus mode, and on Android battery saver or browser restrictions, can hold notifications back.
6. Check your Do not disturb in Citauno, and that the notification’s switch is on.
7. Did you sign out? That device stops getting notifications until you sign back in.

If they still don’t arrive, message us on WhatsApp and tell us which device and browser you use.

Frequently asked questions

Does it cost anything? No. Notifications are free and don’t use WhatsApp credits.

Do my clients get them? No. They’re only for your team. Your clients keep getting their usual confirmations and reminders.

What if the phone is off or offline? The notification waits and arrives when the phone connects (up to two days for a cancellation). What no longer matters, like a “next appointment” that already started, doesn’t arrive. And everything stays in the inbox.

Can I have several devices? Yes, as many as you like. Each one is turned on separately and shows up in Your devices.

I use a shared computer at the front desk. Does the next person see my notifications? No. When you sign out, that computer stops getting your notifications, and the next person has to turn them on with their own account.

I work at two businesses. How does that work? Each business has its own inbox and settings. Devices are yours: the same phone gets both businesses’ notifications.

See also Team and roles and More features.