To really keep your business running smoothly and make sure nothing slips through the cracks, understanding and mastering HubSpot notifications is a must. Whether you’re trying to catch every new lead, track customer interactions, or just keep your team on the same page, those little pings and emails from HubSpot are your best friends. This guide is all about helping you tame the notification beast, setting things up just right, troubleshooting when things go sideways, and making sure you get the right info at the right time. We’ll cover everything from simple email alerts to integrating with Slack and even peeking into the more advanced stuff like the HubSpot Notifications API. By the end of this, you’ll be a HubSpot notification pro, ensuring you and your team are always in the know without getting overwhelmed.

Think of HubSpot notifications as the digital heartbeat of your business. These are the alerts that tell you when something important happens in your HubSpot portal – maybe a new lead just filled out a form, a client opened your proposal, or a teammate mentioned you in a deal. In a business world, these timely updates are crucial. They help your sales team jump on hot leads quickly, allow your service team to respond to customer needs in a snap, and keep your marketing efforts agile. Essentially, they help you avoid missing opportunities and ensure everyone on your team stays informed and can act fast.

HubSpot offers a bunch of different ways to get these alerts, from little pop-ups when you’re working in the platform to emails, browser push notifications, and even messages in your favorite communication apps like Slack or Microsoft Teams. The cool part? You get to decide exactly what you want to hear about and how you want to hear it. It’s all about making sure the information is relevant and actionable for you and your team.

Your Control Center: Core Notification Settings

Getting your notifications just right in HubSpot starts with a visit to your settings. This is where you call the shots on what alerts you receive and how they show up.

Here’s how to get there:

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1. In your HubSpot account, look for the settings icon it usually looks like a gear in the top navigation bar and click it.
2. On the left sidebar menu, find and click on Notifications.

Once you’re in, you’ll see different tabs: Email, Desktop, Other apps, and Mobile app. Each tab lets you customize notifications for that specific type.

Email Notifications: Keeping Your Inbox Smart

Email is still a go-to for many of us, and HubSpot sends a ton of useful alerts straight to your inbox. But let’s be real, you don’t want every single activity clogging up your main inbox.

How to manage them:

• Under the Email tab, you’ll see a bunch of categories like “Contacts and companies,” “Form Submissions,” “Deals,” and more. You can expand each section to get really specific.
• To turn on an email notification, just select the checkbox next to the topic you want to be notified about. To turn one off, clear the checkbox.
• There’s usually a toggle switch at the top of the Email section. If you’re new to HubSpot, I actually recommend leaving it on, so you can see what kinds of notifications HubSpot sends. Then, as you get a feel for it, you can selectively turn off the ones that aren’t critical for your role.
• A quick note about volume: HubSpot email notifications are typically limited to 1000 per notification type per day. If you hit that limit, additional notifications will be dropped.

What’s with [email protected]?

You might notice a lot of your HubSpot email notifications come from [email protected]. This is a perfectly legitimate email address used by HubSpot to send system and activity-based notifications. So, don’t worry, it’s not spam! If you’re ever not getting these emails, a common troubleshooting step is to check your spam or junk folders, or work with your IT team to allowlist this address.

Desktop Notifications: Instant Alerts While You Work

These are super handy when you’re logged into HubSpot. They come in a few flavors: What Exactly Are Non-Marketing Contacts in HubSpot?

• Bell notifications: You’ll see a little red badge on the bell icon in your HubSpot navigation bar. Click the bell, and you can see a list of your recent notifications. It’s a subtle way to stay informed without constant interruptions.
• Pop-up notifications: These appear as small messages on your screen when you’re actively working inside your HubSpot account. You can even set different sounds for different notification types, which is pretty cool for prioritizing!
• Browser notifications: These are my personal favorite for staying on top of things without being glued to the HubSpot tab. They pop up on your screen even when you’re not active in HubSpot, as long as your account is open in another browser tab or window. Just make sure you “Allow notifications” when your browser prompts you for HubSpot. If you accidentally denied them, you might need to adjust your browser’s site settings like in Chrome to allow notifications from HubSpot.

You can toggle each of these desktop notification types on or off under the Desktop tab in your notification settings.

Mobile App Notifications: Staying Connected on the Go

If you’re out and about but still need to keep tabs on your HubSpot activities, the mobile app is your friend.

• Under the Mobile app tab in your notification settings, you can choose which push notifications you receive directly on your phone or tablet.
• You can also configure these preferences directly within the settings of the HubSpot mobile app itself. This is really useful for sales reps, for example, who might want immediate push notifications for email opens, replies, or new lead submissions.,

User-Specific vs. Global Settings

Most of the notification settings you adjust are personal to your user account. This means what you see won’t necessarily affect what your teammates see. However, for those with Super Admin permissions in certain HubSpot accounts Professional and Enterprise hubs, you can set up account default notification preferences for all users, or even assign notification profiles by user presets. If account defaults are set, remember that individual users’ preferences will always take precedence. What Exactly Are “Non-HubSpot Forms”?

Diving Deeper: Specific Notification Types

HubSpot tracks a vast array of activities, and for each, you can usually customize how you’re notified. Let’s break down some of the most common and crucial ones.

Form Submission Notifications

This is a big one for sales and marketing teams. You want to know immediately when a new lead fills out a form on your website.

How to set them up:

1. Default Recipients at the Form Level: Crafting Stellar Newsletters with HubSpot Templates: Your Ultimate Guide

   • In your HubSpot account, go to Marketing > Lead Capture > Forms.
   • Hover over the form you want to edit and click Edit, or create a new form.
   • Click on the Options tab.
   • Here, you’ll see a section like “Send submission email notifications to.” You can select specific HubSpot users and teams to receive these alerts. You can even choose to send it to the contact’s owner if one is assigned.,,
   • Only HubSpot users in your account can be set as recipients for these form submission notifications directly.

2. Customizing on Individual Pages:

   • If you’ve embedded a form on a specific website or landing page within HubSpot, you can sometimes override the form’s default notification settings for that particular page.
   • Navigate to your Website Pages or Landing Pages Content > Website Pages/Landing Pages, hover over the page name, and click Edit.
   • In the content editor, click on the form module.
   • In the left panel, scroll down and select the option to “Send form notifications to specified email addresses instead of the form defaults.” Then you can choose specific email addresses.

Important Note: Even if you set up form-level notifications, each individual user who wants to receive them must also have “Form submissions” notifications enabled in their personal Notifications settings under the Email, Desktop, or Mobile app tabs.,

CRM Activity Notifications

Your CRM is the heart of your customer data, and HubSpot ensures you’re alerted to key changes and interactions.

You can typically find and customize these under the respective Hubs Sales, Service, Marketing or within the main “Notifications” settings: Supercharge Your HubSpot with N8n: Your Ultimate Automation Sidekick

• New Contact Creation: Get a ping when a new contact is added to your CRM.
• Deal Stage Changes: For sales teams, knowing when a deal moves from “Prospecting” to “Qualification” is vital.
• Task Assignments & Reminders: Stay organized by getting notified when a task is assigned to you or a reminder is due.
• Meeting Bookings: If someone books a meeting using your HubSpot scheduling link, you’ll get an alert.,
• Company Updates: Relevant changes to company records.
• Chat and Email Conversations: Alerts for new messages in your conversations inbox, when a chat is assigned to you, or when you’re @-mentioned.

Sales Notifications: Catching Every Opportunity

For sales teams, real-time insights into prospect activity are gold. HubSpot offers a robust set of sales-specific notifications:

• Email Opens & Clicks: Know the moment a prospect opens your email or clicks a link inside it. This is a huge indicator of engagement.,,
• Document Views: Get notified when a prospect views a sales document you’ve shared, and even how long they spent on it.,,
• Lead & Prospect Revisits: Ever wish you knew when a warm lead came back to your website? HubSpot can tell you! This is often enabled via the HubSpot Sales Chrome extension or similar add-ins.,,
• Meeting Booked: An instant notification when a prospect schedules time on your calendar through HubSpot Meetings.,

You can typically view a feed of these sales activities on your desktop under Sales > Sales Workspace > Feed and in the HubSpot mobile app., Just be aware that if you’re on a free plan, there might be a limit e.g., 200 per month to how many sales activity notifications you receive, whereas paid Sales Hub or Service Hub seats usually get unlimited.,

Marketing & Service Notifications

Beyond sales and CRM, HubSpot extends notifications to cover other crucial areas: N8n HubSpot Scopes: Your Ultimate Guide to Powerful Automation

• Blog Comments: Get alerts for new comments on your blog posts.
• Ad Campaign Status: Be notified if your ad sequences start or pause.
• Product Updates: Stay informed about new features and beta opportunities in HubSpot.
• Ticket Assignments & Status Changes: For service teams, immediate alerts for new tickets, changes in ticket status, or when you’re mentioned on a ticket ensure prompt customer service.,

Expanding Your Reach: Integrating with Other Tools

HubSpot plays well with others, and that includes sending notifications to your team’s favorite collaboration tools.

Slack Notifications HubSpot

If your team lives in Slack, getting HubSpot alerts directly there can be a huge time-saver and boost collaboration.

How to set it up the easy way:

1. First, make sure the HubSpot app is connected to your Slack workspace. You usually do this from the HubSpot App Marketplace click the marketplace icon in HubSpot, search for Slack, and follow the installation steps.
2. Once connected, go back to your HubSpot settings > Notifications.,
3. Click on the Other apps tab.,
4. Toggle the Slack switch to the “on” position. This enables HubSpot notifications, tasks, and slash commands within Slack.
5. By default, these notifications often go to the HubSpot app in Slack. To get them into specific public or private channels, you might need to adjust settings within Slack itself or use HubSpot workflows more on that in a sec.
6. For private Slack channels: You have to manually add the HubSpot app to any private channels where you want to receive notifications.

What kinds of alerts can you get? Supercharge Your Workflow: The Ultimate Guide to Notion HubSpot Integration

• User Notifications: Mentions on records, form submissions, and task assignments/reminders can all be sent to Slack.
• Conversation Notifications: You can direct live chat notifications for each inbox to specific Slack channels.
• Workflow-based Notifications: This is where it gets really powerful! You can create HubSpot workflows that trigger a “Send Slack notification” action based on almost any event in HubSpot, like a new lead form submission, a deal reaching a certain stage, or a contact engaging with specific content. You can customize the message, include HubSpot properties, and choose the specific Slack channel or even an existing contact owner to notify. This means you can, for example, send a celebratory message to your sales channel when a deal closes, or a warning to management when a pipeline metric dips.

HubSpot Notifications in Teams

For teams that use Microsoft Teams, you can also integrate HubSpot to receive notifications, similar to Slack. While the exact setup might vary slightly, the general idea is the same: connect the app, enable notifications under the “Other apps” tab in HubSpot, and then configure what types of alerts you want to receive directly within Teams. You can set up alerts for deal updates, task completions, or customer feedback to flow into your Teams channels, keeping everyone in the loop.

Push Notifications HubSpot Browser & Mobile

We touched on these earlier, but it’s worth reiterating:

• Browser Push Notifications: These are the pop-ups that appear from your web browser Chrome, Firefox, Edge, etc. even when you’re not actively on the HubSpot tab, as long as HubSpot is open in another tab. They’re great for real-time alerts without being intrusive. Remember, you need to grant your browser permission to show them.
• Mobile App Push Notifications: These are the standard alerts you get on your phone when you have the HubSpot mobile app installed. You can fine-tune these in your mobile app settings to make sure you only get the most critical updates.,

“Help! My HubSpot Notifications Are Not Working!” – Troubleshooting Guide

It’s frustrating when you expect a notification and it never arrives. If your HubSpot notifications aren’t working, don’t panic! Here’s a troubleshooting checklist to get things back on track: Understanding Non-HubSpot Forms: Your Guide to Smarter Data Capture

1. Check Your Personal Notification Settings The First Stop:

   • Go to settings icon > Notifications in your HubSpot account.
   • Carefully review the Email, Desktop, Other apps, and Mobile app tabs. Make sure the specific notification types you expect to receive are actually checked or toggled “on.”, It’s easy to accidentally uncheck something.
   • If you’re looking for email notifications, ensure the main email toggle is on and then check the specific categories.,

2. Verify Browser Permissions for Desktop/Browser Notifications:

   • If you’re not getting browser pop-ups, your browser might be blocking them. Check your browser’s site settings e.g., in Chrome: Settings > Privacy and security > Site Settings > Notifications to ensure HubSpot is allowed to send notifications.
   • If you’re using the HubSpot Sales Chrome extension, you might need to check its specific settings.

3. Inspect Your Email Inbox for Email Notifications:

   • Spam/Junk Folder: This is a classic. Many email providers will filter automated emails. Check your spam or junk folders for emails from HubSpot, especially from [email protected].,
   • Allowlisting: If emails are consistently going to spam, you might need to work with your IT team to “allowlist” HubSpot’s email addresses or add them as a “safe sender.”
   • Email Client Rules: Do you have any custom rules or filters set up in Outlook, Gmail, or another client that might be diverting HubSpot emails?

4. Re-authenticate Integrations for Slack/Teams:

   • If your Slack or Teams notifications aren’t coming through, the integration might have been disconnected or needs re-authorization.
   • In HubSpot, go to settings > Integrations > Connected apps and check the status of your Slack or Teams integration. If there are issues, you might need to disconnect and then reconnect the app.
   • Also, ensure the HubSpot app is added to the specific Slack channels you want notifications in, especially private channels.

5. Check Global/Account Defaults If You’re a Super Admin: Harnessing the Power of NPS HubSpot: Your Ultimate Guide to Customer Loyalty

   • If multiple users are experiencing issues, a Super Admin should check the Account defaults > Notification Profiles settings. While individual user settings override defaults, it’s good to ensure no unintended global changes were made.

6. Clear Cache and Cookies:

   • Sometimes, old cached data can cause unexpected behavior. Clearing your browser’s cache and cookies can resolve many display or functionality issues.

7. Contact HubSpot Support:

   • If you’ve tried all these steps and notifications are still not working, it’s time to reach out to HubSpot’s support team. They can dig deeper into your account and diagnose more complex issues.

Advanced Horizons: HubSpot Notifications API

For the developers and power users out there, HubSpot offers an API Application Programming Interface that allows for even more customization and integration of notifications. While not something the average user needs to worry about, it’s good to know it exists.

What is it for?

The HubSpot Notifications API lets developers programmatically interact with HubSpot’s notification system. This means you can: Understanding the HubSpot Marketplace: What’s the Big Deal?

• Build Custom Notification Solutions: If you have unique internal systems or third-party applications, you can use the API to send HubSpot data as notifications through those systems.
• Trigger Notifications from External Events: Imagine you have a custom system for tracking package deliveries for your customers. With the API, you could trigger a HubSpot notification to the contact owner the moment a package is delivered.
• Create Real-Time Dashboards: Push live updates about deals, lead interactions, or custom metrics directly to a sales dashboard outside of HubSpot.
• Custom Reporting Alerts: Set up notifications that trigger when specific business metrics are met or exceeded or fall below a threshold, like reaching a monthly sales target or a drop in marketing campaign performance.

HubSpot’s API also supports webhooks, which are essentially real-time notifications sent to a specific URL when an event occurs in HubSpot like a form submission or contact update., This is incredibly powerful for automating workflows across different platforms.

Taming the Beast: Tips for Managing Notification Overload

Let’s be honest, sometimes notifications can go from helpful to overwhelming. Getting too many alerts can lead to “notification fatigue,” where you start ignoring everything, even the important stuff. Here’s how to avoid that:

• Be Ruthless with Your Settings: Seriously, go through each notification category in your HubSpot settings and ask yourself: “Do I really need this?” If it’s not crucial for your immediate work, turn it off. It’s okay to let some things live in your activity feed without a constant ping.,,
• Prioritize Notification Channels: Decide which types of alerts deserve immediate attention in which channel. Maybe critical sales alerts like a lead revisiting a pricing page warrant a browser pop-up, while marketing campaign performance updates are fine as a daily email summary.
• Segment Notifications by Role: Different team members need different information. A sales rep will want to know about new leads and deal updates, while a marketing manager might focus more on form submissions and content performance. Encourage your team to customize their settings based on their specific responsibilities.
• Leverage Daily/Weekly Digests: For less urgent updates, consider opting for daily or weekly email summaries rather than immediate individual emails. Many HubSpot notifications have this option.
• Use Workflows for Intelligent Routing: For complex scenarios, use HubSpot workflows to send notifications only when specific conditions are met, or to route them to the most relevant team or individual in Slack or Teams. This reduces noise for everyone else.
• Review Regularly: Your role and priorities might change. Make it a habit to review your notification settings every few months to ensure they still align with what you need to know.

By taking control of your HubSpot notifications, you’re not just reducing clutter. you’re actually empowering yourself and your team to be more efficient and responsive, ensuring that the right information always finds its way to the right person at the right time.

Frequently Asked Questions

What are the main types of HubSpot notifications I can receive?

You can get notifications through several channels: Email, which sends alerts directly to your inbox. Desktop, which includes in-app bell notifications, pop-ups while you’re in HubSpot, and browser push notifications when HubSpot is open in another tab. Mobile app push notifications. and Other apps like Slack or Microsoft Teams, if you have them integrated.,,

The Power of the HubSpot App Marketplace

How do I turn off email notifications in HubSpot?

To turn off email notifications, go to your HubSpot account settings by clicking the gear icon in the top navigation bar. Then, select Notifications from the left sidebar. Click on the Email tab. You can either toggle off the main email notification switch at the top to disable all email alerts or go through the individual categories and uncheck the specific notification types you no longer wish to receive via email.,,

Why am I not receiving HubSpot notifications for form submissions?

There are a few common reasons. First, check your personal notification settings in HubSpot settings > Notifications > Email/Desktop/Mobile app tabs and ensure “Form Submissions” is enabled for the channels you expect., Second, verify that the form itself is configured to send notifications to you or your team found under the Options tab when editing the form., Finally, check your email’s spam or junk folder, as HubSpot emails can sometimes be filtered there.

Can I send HubSpot notifications to Slack or Microsoft Teams?

Yes, absolutely! You can integrate HubSpot with both Slack and Microsoft Teams to receive notifications. You typically set this up by installing the HubSpot app from the HubSpot App Marketplace, then enabling the integration under the “Other apps” tab within your HubSpot notification settings. For more advanced or specific alerts, you can use HubSpot workflows to trigger custom Slack or Teams notifications based on various events in your CRM.,,,

What should I do if my browser notifications from HubSpot aren’t appearing?

If your browser notifications aren’t showing up, first, check your HubSpot notification settings under the Desktop tab to ensure “Browser” notifications are toggled on. Second, and this is crucial, you need to grant your web browser like Chrome or Firefox permission to display notifications from HubSpot. You can usually find these settings in your browser’s preferences or site settings. If you previously denied them, you’ll need to manually change the permission to “Allow.” Clearing your browser’s cache might also help. Marketing hub enterprise hubspot