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content/wiki/hub-user-guide/admin-guide/email-tasks.md

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+---
+title: Email Tasks
+collection: Hub User Guide
+path: Hub User Guide/Admin Guide/Email Tasks
+parentDocument: Admin Guide
+outlineId: 17b15055-b5dd-4753-8d75-11d17c87315b
+createdBy: Jennie R.F.
+---
+The **Email Tasks** tab tracks which applicants need to be notified and provides a record of completed notifications. It appears as a tab on the cohort page, with a badge count showing pending items.
+
+## Prerequisites
+
+You need cohort admin or higher access.
+
+## Notification Types
+
+The system tracks six notification types based on application status:
+
+* **1st Round Scheduling** -- Applicants in `waiting_first_round` or `first_round_scheduled` who have not been sent a scheduling link.
+* **2nd Round Scheduling** -- Applicants in `waiting_second_round` or `second_round_scheduled` who have not been sent a scheduling link.
+* **Acceptance** -- Applicants with `accepted` status who have not been notified.
+* **Waitlist** -- Applicants with `waitlist` status who have not been notified.
+* **Decline** -- Applicants with `declined` status who have not been notified.
+
+## Pending Notifications
+
+The top section shows applications awaiting notification. Each row displays the studio name, contact email, current status, notification type, and a **Mark Done** button.
+
+Use the type filter dropdown in the header to narrow the view to a specific notification type. The filter shows counts for each type.
+
+## Marking Notifications as Done
+
+Notification sending happens outside of Cohort-OS (you compose and send emails manually). When you have sent a notification:
+
+
+1. Click **Mark Done** on the corresponding row.
+2. A modal appears with:
+   * **Date & time sent** -- Pre-filled with the current time. Adjust if the email was sent earlier.
+   * **Sent by** -- Pre-filled with your name. Change if someone else sent the notification.
+3. Click **Confirm** to record the notification.
+
+The application moves from the pending list to the completed list. The badge count on the **Email Tasks** tab updates accordingly.
+
+## Completed Notifications
+
+The bottom section shows all recorded notifications. Each row displays the studio name, contact email, notification type, date notified, and who marked it as sent.
+
+### Editing a Notification
+
+Click the edit icon on any completed notification to update the sent date or the person who sent it. Click **Save** to confirm changes.
+
+### Deleting a Notification
+
+In the edit modal, click **Delete** to remove a notification record. This moves the application back to the pending list.
+
+## Tab Badge Count
+
+The **Email Tasks** tab shows a badge with the count of pending notifications. This updates in real time as you mark items done or as application statuses change.
+
+
+:::tip
+Use the type filter to work through notifications by category. For example, filter to "Acceptance" after making batch accept decisions, and work through the list in one pass.
+
+:::