6 - Configure alerts and user preferences
After setting up your customers and licence mappings, configure the alerts and defaults your team will use to maintain them. Open Tools > Settings.
Choose your alerts and delivery frequency
- Under Automated Ticket Creation & Alerts, select Edit alert settings.
- Enter the Alert Email your team monitors.
- Choose the alerts you need and set Alert frequency to Daily, Weekly, or Monthly. The form shows None when no frequency is selected.
- If you enable shared-mailbox alerts, also set Shared Mailbox Alert frequency.
- Select Save, then check the recipient, frequency, and enabled alerts on the settings page.
The address and selections shown are examples. Choose your own recipient, alerts, and frequencies before saving.
| Alert | What it helps you identify |
|---|---|
| No billing Profile assigned | Licences without a linked billing profile. |
| Available licenses | Purchased licences that are not assigned to users. |
| Under provisioned licenses | More licences assigned than purchased. |
| Invalid Auth Alert | Authentication errors while retrieving data. |
| Tenant Not Added Alert | Microsoft tenants not linked to an added company. |
| Tenant Removed from Partner List | Tenants that disappear from your Microsoft Partner list. |
| Azure Billing ready for approval | Azure billing periods awaiting approval. |
| Azure Reservation expiry | Reservations expiring within the next three months. |
| Shared mailboxes with licenses assigned | Shared mailboxes that still have assigned licences. |
Review alerts before acting on them. An available licence or a licence assigned to a shared mailbox may still be required by the customer.
Use Exclude Tenant for tenants you intentionally do not manage, and review existing exclusions when an expected alert is absent. Shared-mailbox licence exclusions are available through Click here to see the exclude license details.
Review mapping and display defaults
In Preferences, check the settings that match your billing process, then select Save Preference.
| Setting | What to review |
|---|---|
| Show names on invoice | Whether new licence mappings should default to including usernames in invoice descriptions. |
| Allow negative prorate | Whether the default should allow negative proration. Review the customer's billing arrangements first. |
| Use recent subscription start date | The default date treatment when configuring a licence mapping. Check the selected start date on the mapping itself. |
| Cancellation Grace Days | The cancellation timing allowance. The new account used in this guide shows 2 days. |
| Currency symbol / Your TimeZone | The display currency symbol and time zone appropriate to your account. |
| Pause License Sync | Whether automatic licence sync is paused. |
| Default subscription source (Direct CSP) | The initial Agreement Sync source view for Direct CSP companies. |
| Default licenses view | Whether the initial view shows licences or their individual subscriptions. |
| Digest Time | When the digest of pending AutoMap mappings awaiting approval is sent, where AutoMap is available. |
Defaults help when configuring mappings. Check important billing options on the actual customer mapping before its first sync.
Configure reporting preferences
Under Reporting Preferences:
- Review Monthly Reports, including Subscriptions ending in the next 2 months.
- Enter your intended Reply To Address and Sender Name.
- If using License Change Report, enable it and review Report Scope, Frequency, and Include custom licenses.
- Set the Monthly Report Colour and upload your report logo if required. The form allows a maximum logo size of 520 × 90 pixels.
- Select Save Reporting Preferences.
Finish your first-customer checks
Confirm that the customer uses the intended Microsoft tenant, billing profiles, and PSA agreement or contract. Review the first sync result and the resulting PSA billing item before repeating setup for other customers.
Return to Get started with Sync 365 for the complete onboarding checklist.