wiki_ghostguild/content/wiki/hub/admin/08-email-tasks.md

Email Tasks

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. :::