What Gets Notified
You control exactly what triggers a notification. Here are the notification types available.
Notification Type | What It Includes |
|---|---|
Call Summary | Summary of the conversation, caller information, outcome, and any action items. Sent after every call. |
New Lead Alert | Immediate notification when your agent captures a new lead with their contact information and interest. |
Appointment Booked | Confirmation when an appointment is successfully scheduled, including all booking details. |
Transfer Alert | Notification when a call was transferred to you (or attempted transfer that went to voicemail). |
Urgent/Emergency | Immediate alert for calls flagged as urgent or containing emergency keywords. |
Voicemail | Notification when a caller leaves a voicemail, with transcription included. |
Chat Conversation | Summary of chat widget conversations, including any leads captured. |
Daily Digest | End-of-day summary of all calls, leads, and appointments. |
Setting Up Email Notifications
Navigate to Settings and select Notifications
From your dashboard, click Settings in the left sidebar, then choose Notifications from the submenu.
Add your email address
Enter the email address where you want to receive notifications. This defaults to your account email, but you can change it.
Choose which notifications to receive
Toggle on the notification types you want to receive via email. You can enable all types or select specific ones.
Save your settings
Click Save to apply your notification preferences. You'll receive a test email confirming your settings are active.
Adding Multiple Email Recipients
If multiple team members need to receive notifications, you can add additional email addresses.
Click "Add Recipient" in the Email section
You can add up to 10 email recipients for notifications.
Enter the email address and select notification types
Each recipient can receive different notification types. For example, you might send all notifications to yourself but only new lead alerts to your sales team.
Tip
Create a team distribution list (like calls@yourcompany.com) if you want the whole team to receive notifications without managing individual addresses.
What Email Notifications Look Like
Email notifications are clean, scannable, and include all relevant information at a glance.
📞 New Call Summary from Hello Gubby
Today at 2:34 PM • Duration: 3 min 45 sec
Caller: Sarah Johnson • (555) 123-4567
Reason: Scheduling an HVAC maintenance appointment
Outcome: Appointment booked for Thursday, March 15 at 10:00 AM
Summary: Caller requested routine AC maintenance before summer. Mentioned the unit is making a clicking noise. Agent booked appointment and confirmed address on file.
Action Items: Bring diagnostic equipment for clicking noise check
Setting Up SMS Notifications
SMS notifications deliver urgent information instantly to your phone. They're ideal for time-sensitive alerts when you're away from email.
Navigate to Settings and select Notifications
Go to the same Notifications settings page.
Enter your mobile phone number
In the SMS section, enter the phone number where you want to receive text notifications. Include your country code if outside the US/Canada.
Verify your number
Click Send Verification Code. Enter the code you receive via text to confirm your number.
Select notification types for SMS
Choose which notifications should be sent via SMS. We recommend limiting SMS to urgent notifications to avoid message fatigue.
Recommended SMS Settings
SMS works best for urgent notifications like new leads, emergencies, and transfer alerts. Sending every call summary via SMS can quickly become overwhelming. Save detailed notifications for email.
What SMS Notifications Look Like
SMS notifications are concise and deliver essential information immediately.
New Lead Alert:
📱 New lead from Hello Gubby: Sarah Johnson (555-123-4567) interested in HVAC maintenance. Booked for Thu 3/15 10am. Full details in email.
Urgent Call Alert:
🚨 URGENT: Mike Davis called about water leak in kitchen. Needs emergency service. Call back: 555-987-6543
Configuring Notification Timing
You can control when notifications are sent and when they're held until later.
Instant vs. Batched Notifications
Mode | How It Works | Best For |
|---|---|---|
Instant | Notification sent immediately after each event | Urgent alerts, new leads, small call volumes |
Batched | Notifications grouped and sent at intervals (hourly, every 4 hours) | High call volumes, non-urgent summaries |
Daily Digest | Single summary email at end of day | Overview purposes, managers, low-urgency monitoring |
Quiet Hours
Prevent notifications from disrupting you during off-hours by configuring quiet hours.
Enable Quiet Hours in notification settings
Toggle on the Quiet Hours feature.
Set your quiet hours window
Define the time range when non-urgent notifications should be held. For example, 10 PM to 7 AM.
Choose behavior for urgent notifications
Decide whether urgent/emergency notifications should still come through during quiet hours (recommended) or also be held.
Configure delivery of held notifications
Held notifications can be delivered immediately when quiet hours end, or combined into a morning summary.
Team Notification Routing
For businesses with multiple team members, you can route different notifications to different people based on their roles.
Example: Home Services Company
Owner: Receives daily digest and urgent alerts only
Office Manager: Receives all call summaries and appointment bookings
On-call Technician: Receives emergency alerts via SMS
Sales Team: Receives new lead alerts only
Example: Real Estate Team
Lead Agent: Receives all notifications
Buyer's Agents: Receive new buyer leads only
Listing Agents: Receive seller inquiry leads only
Admin: Receives appointment confirmations and daily digest
Notification Content Settings
Customize what information is included in your notifications.
Call Recording Links
Include a link to the full call recording in email notifications. Helpful for reviewing important calls in detail.
Full Transcription
Include the complete call transcript in email notifications. Useful when you need word-for-word records.
Summary Length
Choose between brief summaries (2-3 sentences) or detailed summaries (full context) for call notification content.
Caller Information
Control what caller details are included: phone number only, phone and name, or full information including any captured data.
Testing Your Notifications
After configuring notifications, test them to ensure delivery.
Click "Send Test Notification" in settings
This sends a sample notification to each configured email and phone number.
Verify receipt of test email
Check your inbox (and spam folder) for the test email. Mark Hello Gubby as a trusted sender if it landed in spam.
Verify receipt of test SMS
Confirm you received the test text message. Contact support if SMS doesn't arrive within a few minutes.
Make a test call
Use the Test Call feature to generate a real notification and verify it arrives as expected with correct content.
Troubleshooting Notifications
Not Receiving Email Notifications
Check your spam/junk folder and mark Hello Gubby as safe
Verify your email address is entered correctly in settings
Ensure the notification type is toggled on
Add notifications@hellogubby.ai to your contacts
Not Receiving SMS Notifications
Verify your phone number is correct and verified
Check that SMS notifications are enabled for your desired notification types
Ensure your phone can receive SMS from short codes
Contact your carrier if messages are being blocked
Receiving Too Many Notifications
Switch from instant to batched notifications for high-volume types
Disable less important notification types
Use daily digest for overview instead of individual alerts
Configure quiet hours to prevent after-hours alerts
Need Help?
If you're having trouble with notifications, our support team can check your configuration and ensure delivery. Contact us for assistance.
