Understand workspace billing and usage notices¶
Some emails concern the workspace as a whole: usage approaching an allowance, a payment result, a plan change or an upcoming renewal. These notices are directed to the workspace's billing contact and eligible administrators. They are not a broadcast to every member.
Availability: this draft describes the inspected notification and recipient-selection behavior. It does not confirm delivery in a particular workspace. Use email types for the content of each notice and the owning billing or usage feature for the current result.
Who receives these notices¶
The selected recipients can include:
- The workspace's saved billing contact email, when it passes the system's email-format check. This destination can be a shared mailbox; it does not need to be an active member's personal account.
- Workspace administrators whose membership is active, whose branch access is active and whose Zerohive account is active, with a usable email address.
Being a manager, organization head or ordinary member does not by itself include someone in this administrator selection. An administrator with blocked branch access is also different from an administrator currently eligible for these notices.
When the billing contact and an eligible administrator use the same email address, the selection combines them into one destination. The administrator's name can replace the workspace name in the greeting. That combination avoids two entries in the same recipient selection; it does not guarantee that delivery retries or later business events can never create another email.
Recipients are selected when the notification is processed. Membership, contact details and account status may have changed since the original business event. A newly appointed administrator should not assume that all earlier notices will be resent automatically, and a former administrator should not treat an old email as current authority.
Which events this path handles¶
The inspected path handles API usage alerts, storage alerts, verified-payment receipts, payment failures, ordinary plan-change confirmations and subscription-renewal reminders. It carries values from those events into the email; it does not remeasure usage, verify a second payment or apply a new plan change while preparing the notice.
Plan changes associated with subscription cancellation or trial expiry can be excluded from the ordinary plan-change notice. Those lifecycle events have their own message formats and owning processes. Do not expect every plan change to create both a generic confirmation and a specialized lifecycle email.
These commercial categories remain outside the optional leave and group-membership email controls. Changing your account email choices does not change the workspace billing contact, grant administrator access or disable these service categories.
Keep the destination current¶
Ask an authorized workspace administrator to check the saved billing contact when important notices go to an old or unmonitored address. For personal administrator delivery, also check the account's email and whether the administrator membership and branch access are active. A valid-looking address is not proof that a person monitors or can open that mailbox.
Use the workspace details and membership guidance for the underlying records. This guide does not introduce a separate notification-recipient form or promise that every relevant setting is connected in the current frontend.
Correcting the destination helps future selection. It does not recall emails already sent or prove that an earlier notice will be reissued. Preserve the original affected event when asking support to investigate delivery.
Investigate a missing notice¶
- Identify the type of notice and the affected workspace, transaction or usage period.
- Check the current source record. Use billing and payment for money and plan changes, or usage and capacity for measurements and allowances.
- Ask an authorized administrator to confirm the appropriate contact or recipient eligibility. Not every member is supposed to receive the notice.
- Check the intended mailbox, including its spam and filtering rules.
- If the result remains unclear, give support the category, approximate time, workspace and original business reference through the approved process.
A missing email is not evidence that a payment failed or an allowance was not reached. Some notices can also be skipped when the system cannot confirm the workspace's current information; resolving that check later does not guarantee an automatic resend. A lookup may have returned no usable recipients, a message may be delayed, or delivery may have failed. The underlying business result can still exist. Avoid paying again or repeating the business change just to obtain an email.
Investigate a repeated or apparently stale notice¶
First compare the business reference, workspace, category and relevant period or date. Similar wording can describe different events, while a repeated message can also arise during delivery recovery. Do not assume that two emails mean two charges.
Contact or role changes can affect how a recipient is identified on a later attempt. Older queued events can also be processed with a newer recipient list. The supported email path does not establish a maximum delivery delay, and its reminder interval describes the supplied event rather than a fresh calculation when the email arrives.
If an email conflicts with the current bill, plan, access or capacity view, use the owning record to resolve the discrepancy. Ask support to investigate the original notification and business event together. Do not create a new payment, plan change or usage event to test whether sending works.
Read payment and access wording carefully¶
A payment receipt and the workspace's current access status answer different questions. An accepted renewal can recover a billing suspension, but paying does not remove a pause placed by an administrator or support. Check workspace access and recovery for the appropriate owner instead of paying again.
The current receipt wording can describe a payment made when a trial becomes paid as a subscription renewal. Match the original transaction to the current subscription and payment record; the email label alone does not prove which change was applied. An old provider cancellation event can also be ignored when it no longer belongs to the current subscription, without a new cancellation email.
What business leaders can rely on¶
A notice is one communication channel for a business event. It is not proof that every administrator was notified, that a named person read it or that a required action was completed. Assign responsibility for reviewing billing and capacity in the platform itself and keep the appropriate contact records current.
The complete producer-to-delivery path, live environment and initial reader walkthrough remain under review. The guide explains the inspected recipient rules without treating those rules as a delivery guarantee.