---
title: Email Tasks
collection: Hub User Guide
path: Hub User Guide/Admin Guide/Email Tasks
parentDocument: Admin Guide
outlineId: 17b15055-b5dd-4753-8d75-11d17c87315b
updatedAt: '2026-03-16T10:45:55.367Z'
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.

:::