Overview
Tenant Manager sends four kinds of email: alert emails, report emails, automation run summaries, and task notifications. This article describes when each email is sent, who receives it, what the subject line reads, and what the message contains. Use it to recognize a Tenant Manager email in your inbox, or to set up recipients and filters before the first one arrives.
Business value
Knowing what each email looks like helps recipients act on it quickly. A service desk can tell an alert from a report at a glance. An IT administrator who gets a task notification knows what to change and where to confirm it. Mail administrators can also build filters and allow lists from the subject lines and sender details listed here.
How it works
Every email goes to someone you configured. Tenant Manager does not email the people who hold licenses in your tenants. Alert emails, report emails, and automation run summaries use recipients and notification channels you set on the alert, the report, or the automation. On private hosting, email is sent only through SMTP notification channels. Task notifications go to the recipients and channels you pick when you send the task, or to the first step of your default escalation policy. Emails are sent from the notification sender address set for your account. If your account has no notification sender address, emails come from portal@turbo360.com. Allow this address if your mail filters block unknown senders.
Alert emails, report emails, and automation run summaries share one layout. It has a header with the product name, the title, a block of facts, one or more figures, a table, up to two buttons, notes, and a footer. The footer explains why you received the email, links to the privacy statement, and shows the sender's postal address. Where a template is offered, an email template from Settings changes the header text, colors, and footer lines of the email.
Tables in these emails list at most 10 rows. Where more rows exist, the email says how many it shows, and the full list is in the records file or report file. Teams cards list up to 10 records per section; text-only channels list up to 5 per section for seat shortage and license expiry. The full list is always in the records file. Download links in emails stay valid for 7 days. If outbound email is not configured for your deployment, or the email service refuses a message, that recipient is shown as failed.
| Sent when | Sent to | Default subject | |
|---|---|---|---|
| Alert email | An alert finds its condition is true, and again when an open incident reaches its next escalation step. | The email recipients mapped to the current escalation step, and SMTP channels on that step. | Turbo360 Tenant Manager alert - {alert name} · {scope} |
| Report email | A report runs on its schedule, or you select Generate now. | The report's email recipients and SMTP channels. | Turbo360 Tenant Manager - {report name} for {scope} |
| Automation run summary | A daily automation run removed licenses, had a failure, or was blocked. | The automation's recipients and notification channels. | Turbo360 Tenant Manager automation - {rule name} · {tenant} |
| Task notification | Someone selects Trigger notification on a task. | The recipients and channels chosen for the task, or the first step of the default escalation policy. | Action needed: {task name} for {tenant} |
On SaaS, alert, report, and automation emails can use a custom subject: on each escalation step's recipient line for alerts, and in the report's and the automation's settings. Nothing is sent when a report run is abandoned because the tenant is disconnected or its sync is failing.
Automation run summaries are sent only when a run removed at least one license, had a failure, or was blocked. A run that only skipped excluded people or group-assigned licenses sends nothing. The email shows the account, tenant, automation name, and run time, then three figures for Removed, Skipped, and Failed licenses. A table lists up to 10 accounts with their Removed, Skipped, and Failed counts, failures first. The buttons are View in Turbo360 and Download records, which appears when the automation's Download records from notifications option is on. A blocked run adds a note explaining why nothing was removed: the tenant's data is out of date, the run would have acted on more accounts than its limit, or Turbo360 cannot remove licenses in the tenant.
Task notifications ask your IT team to make a change in the Microsoft 365 admin center. The message opens with a line naming who asked for the change, then lists the details that apply: account, tenant, users, groups, licenses, seats affected, note, who requested it, who sent it, and when. It ends with the next step, which is to mark the task as done from the Actions menu on the Tasks tab once the change is made. The button is Navigate to portal. This email has no footer. The task records who the notification was sent to, and whether any recipient could not be reached.
Alert emails
An alert email names the alert type as its title, for example License seat shortage, and lists these facts: Account, Tenant or Group, Severity (Warning or Critical), Alerted at (in UTC), and Details, a one-line summary of what was found. A figure card shows how many items matched. Disabled user with license shows an Affected card and Inactive user with license an Over the limit card; License seat shortage shows Error and Warning cards, and License expiry shows Expired or suspended and Renewing soon cards.
License seat shortage and License expiry emails split the findings into sections, each with its own figure and table. The other alert types show a single table. Client secret expiry has no table and no records file, because the alert is about the tenant's connection.
The buttons are View incident, which opens the incident in Alert history, and Download records, which appears only when the alert's Download records from notifications option is on and a records file was stored. When an alert finds more records than the email lists, the download button reads Download all N records, where N is the total count. A fixed note tells recipients that the alert uses the data from the last sync, and that nothing is read from Microsoft when an alert runs. The footer tells recipients they can stop the emails by switching the alert off or by asking an administrator to remove their address from the alert's notification settings.
The same facts and links go to other notification channels, in the format each channel supports. The Microsoft Teams message, for example, shows the same sections and buttons as a card.
Report emails
A report email is titled with the report name (User report, License report, or Cost report) and lists these facts: Account, Tenant or Group, Format (PDF or Excel), Generated, and Report, a one-line description of what the report answers. A figure card, labeled In this report, shows the number of rows. A preview table shows the first 10 rows and the first 4 columns, and says how many it shows out of the total. The file is never attached.
The notes under the preview depend on the run. A line says when the tenant's data was last synced, or that it has never synced. If the tenant is disconnected or its sync is failing, the run is abandoned and no email is sent. User reports and Cost reports add a note when a tenant has no Entra ID P1, because last activity then comes from Microsoft 365 usage reports, which record only email, Teams, SharePoint, and OneDrive use and can miss activity. License reports and Cost reports add a short caveat about how their figures are calculated. When the email has no download link, a note tells the reader to download the file from the run's row in Generation history.
The buttons are View in Turbo360, which opens the run in Generation history, and Download report, which appears when the report's Download report from notifications option is on. The footer tells recipients they can stop the emails by switching the report off or by asking an administrator to remove their address from the report's notification settings.