Agency team notifications

Every notice Fluent sends an agency team member, with its bell title, its email heading, who on the team gets it, and which ones reach your phone.

For agency staff Web app, mobile app and email 5 min read Last updated October 20, 2026

Web app bell open on the Upcoming tab listing staff notices such as Appointment Confirmed and Interpreter Declined

What you'll learn

What each notice about your agency's appointments and interpreters means, and which ones reach your email or phone.

Who gets these notices

Owners, Admins, Managers, and Schedulers get the notices for appointments on their teams. Each notice goes to the team members who can see the appointment, not to everyone at the agency.

Appointment notices: Every team member with access to the appointment's team. If the appointment has no team, every team member at the agency. When the assigned interpreter is also a team member, they don't get a second copy.
Acceptance and decline emails: One email to each of those team members, from scheduler@fluentworks.com.
Auto-assign and Broadcast emails: One email to the Email under Scheduling Contacts in Edit Agency, not to each team member. If that field is empty, Fluent uses the email address on your agency record.
Availability and time off: Every team member at the agency, whatever their teams.
Comments: Every team member who can open the appointment, by email and push: the Owner, team members on its team, and team members on no team.
Deactivated team members: Nothing.

Every appointment email shares one subject, "{Day, Month D} · {Language} {Service} Interpreting Appointment (#{number})". The heading inside the email says what happened, and the tables below give that heading.

See Teams for how team access works.

Requests and assignment

These notices follow an appointment from the moment it's created until an interpreter holds it.

Notice	When you get it	Email	Push
New Interpreter Request	Someone at the organization or a team member created an appointment	No	No
Pending Assignment	An offer went to one interpreter	No	No
Appointment Confirmed	An interpreter accepted, or a team member clicked Mark as accepted	"{interpreter} has accepted this interpreter request"	No
Interpreter Declined	An interpreter declined an offer	"{interpreter} has declined this interpreter request."	No
Interpreter Unassigned	A team member removed the interpreter from the appointment	No	No
Appointment Declined	Your agency set the appointment to Declined	No	No

Interpreter Declined also arrives when an interpreter declines their Auto-assign turn. See Assigning interpreters.

Email from scheduler@fluentworks.com headed with the interpreter's name and "has accepted this interpreter request"

Auto-assign and Broadcast

While Auto-assign or a Broadcast is running, Fluent reports each step. These are the only appointment notices that also push to your phone.

Notice	When you get it	Email	Push
Auto-assign in progress	Someone started Auto-assign	No	Yes
Interpreter didn't respond	A turn ran out and the offer moved on	"Offered: {language} {service} interpreter request"	Yes
Auto-assign ended	Nobody accepted; the appointment is Unassigned	"Auto-Assign Ended: {language} {service} interpreter request"	Yes
Broadcast sent	Someone broadcast the appointment	No	Yes
Auto-assign cancelled or Broadcast cancelled	Someone stopped the method; open offers withdrawn	No	Yes
Broadcast still unfilled	Nobody accepted, about 24 hours before the start	"Broadcast Open: {language} {service} interpreter request"	Yes
Appointment starts soon	Nobody accepted, about 1 hour before the start	"Broadcast Open: {language} {service} appointment starts soon"	Yes

See Auto-assign and Broadcast.

Status changes

Once an appointment has an interpreter, its status changes land in the bell only.

Notice	When you get it	Email	Push
Appointment Canceled	The appointment moved to Canceled	No	No
Appointment Canceled Late	The appointment moved to Late Cancel	No	No
Appointment Missed	A team member set the appointment to Missed	No	No
Appointment Completed	A voucher was submitted	No	No
Interpreter Arrived Late	The interpreter marked arrived after the start time	No	No

When someone at the organization canceled, the Appointment Canceled body names them. See Cancel an appointment.

Important: No email goes out for a cancel. Open the appointment from the bell to decide between Canceled and Late Cancel.

Interpreter availability and time off

When an interpreter on your interpreter team changes their hours, every team member at the agency hears about it.

Notice	When you get it	Email	Push
{name} updated their availability	The interpreter saved different weekly hours	Same title, with the changed days marked	No
{name} added time off	The interpreter added or changed time off	Same title, with the dates	No
{name} removed time off	The interpreter took time off back	Same title, marked Removed	No

Fluent sends nothing when an interpreter confirms their day. Watch the Same-Day Confirmations ring in the top bar instead.

See Manage interpreter availability and time off and Same-day confirmations.

Comments

A comment on one of your agency's appointments reaches you in the bell, by push, and by email.

New Comment: Someone posted an Internal, Interpreter, or Customer comment.
Mentioned You: Someone mentioned you in a comment.

You get one notice per comment and none for your own. Clicking the notice opens the appointment at that comment.

In the bell: the row shows the first 120 characters of the comment.
Push and email: never include the text. The email is headed "New comment: {language} {service} appointment" and has a Read the comment button.
Edited comments: notify only the people they newly mention.

Bell showing an unread New Comment row with the author and the first lines of the comment

Billing

Billing sends one email to the Owner and nothing to the bell. The subject names the run and its period.

Automated invoice run failed for {period}: A scheduled invoice run didn't finish.
Automated pay run failed for {period}: A scheduled pay run didn't finish.

Both emails have an Open Billing button and say that Fluent retries on its own. If there's no Owner email on record, the email goes to the billing contact, then to the agency's email address.

Important: Review Billing before you run it again. The failed run can have created some documents already.

See Set up billing runs and Account and billing messages.

Rules and limits

Fluent has no notification settings. Every notice in this article goes out.
Push reaches phones where you signed in to the Fluent mobile app, and keeps arriving after the app signs you out on its own. Tapping Sign Out in the app's side menu stops push on that phone until you sign in again. See Sign in to the mobile app.
The badge on the bell counts unread notices except Appointment Completed, which goes straight to the Past tab.