KickUp can email coaches, observers, and staff members when walkthroughs and coaching activity happen. All notifications are off by default and configured per instance.
Requires the staff member to have an active KickUp account. Notifications are delivered by email only — from notifications@kickup.co — and don't appear as in-app alerts. Configurable by district administrators with Manage Walkthroughs or Manage Coaching permissions.
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Walkthrough Notifications
Submission Email
When an observer submits a walkthrough form, KickUp can automatically send the completed form to the staff member being observed.
Triggered by | Observer submitting a walkthrough form |
Who receives it | The staff member the walkthrough is about |
What it contains | Observer's name, form name, and all submitted responses |
Default | Off |
To enable:
Open the walkthrough instance.
Click Edit → Settings.
Check Share submission with staff member via email.
Coaching Notifications
Coaching has four notification types, each configured independently.
Coaching log submission email
When a coach submits a coaching log entry, KickUp can automatically send that log to the staff member being coached.
Triggered by | Coach submitting a coaching log |
Who receives it | The staff member the log is about |
What it contains | Coach’s name, form name, and submitted responses. Questions marked as Hidden are excluded. |
Default | Off |
To enable:
Open the coaching instance.
Click Edit → Settings.
Check Share logged activity with staff member via email.
Action item notifications
When action items are enabled on a coaching instance, KickUp can notify both the coach and the staff member when action item status changes.
Trigger | Who is notified |
Action item assigned or reassigned | The person it’s assigned to; the previous assignee if reassigned |
Action item due in 2 days | Both coach and staff member |
Action item 1 day overdue | Both coach and staff member |
Action item 1 week overdue | Both coach and staff member |
Action item marked complete | Both coach and staff member |
Action item marked incomplete | Both coach and staff member |
Action item deleted | Both coach and staff member |
The person who takes the action is never notified for their own change. Multiple action item updates may be batched in a single email.
To enable:
Open the coaching instance.
Click Edit → Settings.
Enable Action items.
Check Send action items notifications.
Coaching cycle step notifications
When coaching cycles are enabled, KickUp can notify the appropriate party when a cycle step is completed. The direction of the notification depends on who the step is assigned to.
Step type | Assigned to staff member | Assigned to coach |
Meeting step completed | Coach is notified | Staff member is notified |
Form step completed | Coach is notified | Staff member is notified |
Goal step completed | Coach is notified | Staff member is notified |
Learning target step completed | Coach is notified | Staff member is notified |
The person who completes the step is not notified for their own action. Notifications are sent once daily.
To enable:
Open the coaching instance.
Click Edit → Form and Cycles Settings.
Enable Cycles.
Check Send cycles notifications.
Activity feed notifications
When a new message or comment is posted to the coaching activity feed, KickUp can notify the other party.
Triggered by | A new post or comment on the coaching activity feed |
Who receives it | The other party: if a coach posts, the staff member is notified; if the staff member posts, the coach is notified |
What it contains | The message content, along with coaching instance and form context |
Batching | Multiple activity notifications are grouped and sent together with up to a 1-hour delay |
Default | Off |
To enable:
Open the coaching instance.
Click Edit → Settings.
Enable Activity feed.
Check Send activity feed notifications.
Weekly coaching summary
Coaching instances can be configured to send a weekly "This week in Coaching" email to designated recipients — typically coaching leads or instructional directors who want a regular pulse on coaching activity.
The weekly summary covers the past 7 days:
Total coaching log entries completed
Total coaching cycles completed
Number of staff members interacted with
Number of coaches with activity
Staff members in active coaching cycles
To set up, contact your KickUp Client Success Manager. Recipients are configured at the coaching instance level.
Configuration Summary
All notification settings are configured at the instance level and apply to everyone on that instance. There is no per-user notification preference.
Notification | Foundations Module | Where to Configure | Default |
Submission email to staff member | Walkthroughs | Settings tab | Off |
Log submission email to staff member | Coaching | Settings tab | Off |
Action item notifications | Coaching | Settings tab → Action items | Off |
Cycle step notifications | Coaching | Form and Cycles Settings → Cycles | Off |
Activity feed notifications | Coaching | Settings tab → Activity feed | Off |
Weekly coaching summary | Coaching | Contact your CSM | Off |
Frequently asked questions
Can a staff member opt out of notifications?
Not currently. Notification settings are controlled at the instance level by administrators. If a staff member doesn't want to receive emails, an administrator would need to turn off the relevant notification type for that instance.
Can I enable notifications for some staff members but not others?
No — settings apply to the entire instance. All staff members covered by that walkthrough or coaching instance are subject to the same settings.
What email address do notifications come from?
All notifications come from notifications@kickup.co. You may want to advise staff members to add this address to their safe senders list.
What if a staff member doesn't have a KickUp account?
Notifications are only delivered to users with active KickUp accounts. Staff members without accounts won't receive emails.
Are notifications sent immediately?
Submission emails are sent immediately after a form is submitted. Action item updates are grouped with a 5-minute delay. Activity feed notifications are grouped with up to a 1-hour delay. Cycle step notifications are sent once daily.
Do notifications include scripting notes?
No. Scripting notes are shared directly through the scripting interface, not via notification emails.