Kadence lets Global Admins set a default notification setup for the whole organization instead of leaving every setting to each user. New users are automatically subscribed to your configured defaults, and you can push the same defaults onto everyone already in Kadence whenever you need to.
These are defaults, not a locked policy. Every user — new or existing — can still go into their own profile and change their notification preferences at any time, no matter what you've set here.
Setting or applying defaults never locks a user's settings. See Manage Your Profile for how users manage their own notification preferences.
Prerequisites
Before you can access default notification settings, make sure that:
You are a Global Admin in Kadence
Access Default Notification Settings
Log in to Kadence
Navigate to Settings
Select Notifications
You'll land on the Default notifications screen
Changes to individual toggles save automatically — there's no separate Save button.
What You Can Configure
Default notifications are grouped by category. For each notification type, you can turn Email and Instant Messenger (IM) on or off independently.
IM notifications only apply if your company has Slack or Microsoft Teams integrated — see Using Kadence in Slack or Using Kadence in Microsoft Teams.
Category | Notification types |
Bookings | Booking confirmation, Booking changed, Booking check-in, Self-certification open, Upcoming booking reminders |
Events | New event invitation, Event cancellation, Event changed |
Starred colleagues | Weekly summary, Booking notifications, Cancel notifications, Check-in notifications |
Announcements | New announcement, Survey reminders |
Not every notification type offers both channels — some are email-only. Check the live screen for the exact options available to your account.
Mobile push notifications are not part of this screen. Push can only be turned on or off from within the Kadence mobile app itself, and neither setting nor applying defaults ever changes anyone's push settings.
Apply the Defaults to Existing Users
Configuring defaults only affects new users automatically. If you want to bring your existing team in line with the new defaults, use Apply to all users.
Configure your default notification settings as described above
Click Apply to all users
Confirm in the dialog that appears
This replaces the email and instant messenger notification settings for every existing user with your saved defaults — including anyone who has already customized their own preferences. It runs in the background and can take a few moments to complete.
This action cannot be undone. There's a confirmation step, but no way to restore each user's individual settings afterward once you apply. Double-check your defaults before clicking through.
Applying defaults is a one-time overwrite, not an ongoing lock. Immediately afterward, any user can still go back into their own profile and change their notification settings again — Apply to all users doesn't prevent that.
What This Doesn't Control
Move Manager notifications are separate. Desk-assignment emails sent from Move Manager (e.g. "Here's where you'll be sitting from...") are controlled by the admin at the point of assignment, not by these defaults or by individual user preferences. See Move Manager: Email Notifications to manage those separately.
The "Welcome to Kadence" account setup email is not covered either.
This transactional email is sent automatically whenever a new user is added to Kadence (manually, or via directory sync), inviting them to set a password and log in. It is not part of these notification settings, and there is currently no in-app toggle to suppress it.
If you need to hold it back before a launch — for example while onboarding users ahead of go-live — filter it at your email gateway (e.g. an Outlook rule) by sender [email protected] and subject Welcome to Kadence.
Avoid blocking the sender's whole domain, since other Kadence notifications share it.
Frequently Asked Questions
Does changing the defaults affect users who are already in Kadence?
Does changing the defaults affect users who are already in Kadence?
Not automatically. Configuring defaults only seeds new users going forward. To update existing users, click Apply to all users.
Can users still change their own notification settings after I apply defaults?
Can users still change their own notification settings after I apply defaults?
Yes. Defaults and Apply to all users only set a starting point — they never lock a user's settings. Anyone can go into their own profile and change their preferences at any time, including right after an apply run finishes.
Will "Apply to all users" undo notification settings I've configured in Move Manager?
Will "Apply to all users" undo notification settings I've configured in Move Manager?
No. Move Manager notifications are managed separately and aren't affected by this screen.
Will this stop the "Welcome to Kadence" email new users receive?
Will this stop the "Welcome to Kadence" email new users receive?
No. That email is sent automatically when a user is added to Kadence and isn't controlled by notification settings. If you need to hold it back, filter it at your email gateway by sender and subject rather than relying on this screen.
Can I permanently disable a notification for everyone, with no way for users to turn it back on?
Can I permanently disable a notification for everyone, with no way for users to turn it back on?
No. These are defaults, not a locked policy — any user can change their own notification settings at any time.
Does this affect mobile push notifications?
Does this affect mobile push notifications?
No. Push notifications are only managed from the Kadence mobile app and are never changed by default settings or by Apply to all users.
Need Help?
For support, reach out to:
📩 [email protected]
For more helpful articles see:
📚 Kadence Help Center