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How to alert your team automatically with an internal notification

In the workflow, click the + and choose Send Internal Notification. Pick the notification type (for example, email or SMS), who gets it (the contact's assigned user or specific users) and write the message with the contact's details. Save and publish.

Updated on

Before you start

  • The teammates who'll get the alert must exist as users in Settings › My Staff, with the right email and cell number.
  • To notify "the assigned user", the contact must have an assigned user (you can assign one earlier in the workflow with the Assign to User action).
Where to find it

Automation › Workflows › (open the workflow) › + › Send Internal Notification

Step by step

  1. Open the workflow and click the + where you want to alert the team (for example, right after the trigger).
  2. Choose Send Internal Notification.
  3. Name the action, for example "Notify rep – new lead".
  4. Choose the notification type (for example, Email or SMS).
  5. Choose who gets it:
    • Assigned user: the contact's owner.
    • Specific users: pick one or more teammates from the list.
    • If the option is available, you can also enter a custom email or number.
  6. Write the subject (for email) and the message. Use custom fields to include the contact's name, phone and email so your teammate can act right away.
  7. Click Save Action.
  8. Save and publish the workflow.

Tips

  • A good notification says what, who and what to do: "New quote request from [name], [phone]. Call today."
  • Combine it with Assign to User before the notification to spread leads across your team automatically.
  • If the alert goes to a large group, email is better than texts so you don't flood everyone's phones.

Common problems

  • My teammate didn't get the notification → Check in Settings › My Staff that the user's email and cell number are correct. See the action's status in Execution Logs.
  • The "assigned user" notification wasn't sent → The contact had no assigned user at that moment. Add Assign to User before this action or pick specific users.
  • The message arrived without the contact's name → That field was empty on the contact. Make sure the form asks for it.
  • The alert arrives after hours → The workflow's Time window setting can also hold messages; adjust it if you want instant alerts.

Frequently asked questions

Does the customer see this notification?

No. Internal notifications only go to your team; the contact doesn't receive them.

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