Set up user notifications in HubSpot

User notifications keep you informed about important activity in your HubSpot account, such as when you are assigned a record, a form is submitted, or an export is complete. You can customize which notifications you receive and how you receive them across email, desktop, and mobile, helping you stay focused on the updates that matter most to your work.

For example, you might choose to receive desktop pop-up notifications for new conversations assigned to you, while using email notifications for security activity. Each notification type can be configured independently so you can tailor your experience.

If you've turned on email notifications and aren't receiving them, troubleshoot notification emails.

Before you get started

Before you begin working with notifications, make sure to fully understand the limitations of the feature.

Understand limitations & considerations

• You can't turn off certain user notifications (e.g. HubSpot Support or HubSpot Billing emails) due to the important account management details they provide.
• Super Admins in Enterprise accounts can set default notification preferences for other users. If default notifications are set up, preferences set by individual users will take precedence over the defaults.

Set up and turn off HubSpot notifications

To set up or turn off your HubSpot notifications:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Notifications.
3. Click the Email & Desktop, Other apps and Mobile app tabs to set the type of notifications you'd like to receive.
4. To turn on a notification, search for or expand the notification topics, and select the notification checkbox. To clear all notifications, select Turn off all topics at the top of the What you get notified about section. 
5. To turn off a notification, search for or expand the notification topics and clear the notification checkbox. You can also click the pop-up or bell notification, and select the ellipses ellipses icon to select Don't show me these again, Turn off sound, or Go to notification preferences.

Email

Toggle the switch on to receive email notifications to your inbox.
 

 

Please note: users won't receive more than 1,000 email notifications per day. When an email notification has been sent 1,000 times in the same day, to the same email address, any additional sends will be dropped. 

Desktop

How you get notified

There are three different types of desktop notifications. Click to toggle the switch on or off for each of the following notification types.

• Bell: notifications will appear as a red badge on the bell in your navigation bar. Click the bell to view your recent notifications. The notifications icon will appear in the browser tabs of favicon-supported browsers.
  
• Pop-up: notifications will appear on screen when you are logged in and active in your HubSpot account. You can set a different sound for each notification. 
• Browser: notifications will be sent to your browser when you're not active in HubSpot, but your HubSpot account is open in another tab or window of the browser. For example, a notification will be triggered if you have two tabs open, one of which is HubSpot, but you're active in the non-HubSpot tab. Click Allow notifications to allow HubSpot to display notifications in your browser.

Please note:

• If you log in to your HubSpot account in a different browser, you'll need to turn on notifications in the new browser.
• If you are unable to view notifications in your browser after clicking Allow notifications, you may also need to grant permission for notifications to display in your OS settings. 
• To edit your Chrome sales notifications, modify your notification settings in the Chrome extension.

Set a different sound for each notification

You can select six different notification sounds on your desktop.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the sidebar menu, navigate to Notifications.
3. In the Pop-up section, click the Sound selection dropdown menu to select a default sound for pop-up notifications. Click playerPlayPlay to preview the sound.

4. In the What you get notified about section, click the notification to change the sound for it. Then select the sound dropdown menu to select the sound. Click playerPlayPlay to preview the sound.

Mobile app

Push and in-app notifications will be sent to your mobile device. You can configure your notification preferences within the settings on your browser or within the mobile app.

Types of notifications

Click the notification topics to expand further or use the search bar in the top left to find the notification topic you want to edit. The following are the notification sections and what notifications they include:

• Academy: receive a notification when there's an update about your certifications, awards, and exercises. 
• Account: receive a notification when your account has configured single sign-on (SSO) but doesn't have the Require Single Sign-on checkbox enabled. 
• Ads: receive a notification when your ad sequence ads are started or paused.
• Analytics: receive a notification when lists created or updated from a customer journey report finish populating.
  
• Audit Logs: receive a notification when there are multiple exports from your account and when a user's admin permissions are removed. 
• Blog: receive notifications when there's a new comment on your draft blog post, when a user shares a blog draft with you, when there's a new comment on your blog post, when HubSpot finishes scanning your blog, and when you receive an @-mention in a comment in a blog post draft.
• Breeze: receive notifications for agent activity, including completed automated or manual runs, failed automated or manual runs, tool approval requests, data tests, and ABM landing page creation.
• CRM: receive notifications when installing an app that accesses object types that are currently disabled in the Object library and for when your Custom Data Translations import is completed. 
• Calling: receive notifications when an inbound phone call to your HubSpot phone number has been logged.
• Chat and email conversations: receive notifications for chat and email conversations from the conversations inbox. Receive a notification when a conversation is assigned to you, reassigned to you, when there's a reply on a conversation, when you're @-mentioning on a conversation, and when there's a new unassigned conversation in the inbox. Even if these notifications are turned on, a user will only receive a notification if they have previously navigated to the inbox. For users on a team with access to the inbox, only main members of the team will receive the unassigned conversation notifications.
• Comments: receive notifications on an activity you're involved in or when you're @-mentioned in a comment. Learn more about understanding and managing your comment notifications. 
• Contacts and companies: receive notifications when a company or contact is assigned to you, when there's a duplicate record, when you're @-mentioned in a company or contact record. Notifications will be received by users selected in the default Contact owner property or Company owner property, and in any custom user properties.
• Custom objects: receive notifications when a custom object record is assigned to you or when you're @-mentioned on a custom object record.
• Dashboards: receive notifications when you're @-mentioned in a note on a dashboard, or when you're assigned permissions to view or edit a dashboard.
• Data quality: receive notifications when a property anomaly is detected or a duplicate record is found.
• Deals: receive notifications when a deal is assigned to you, when a deal you own or follow moves to a different deal stage, and when you're @-mentioned on a deal record.

• Email: receive notifications when someone clicks, opens, or replies to your email. 
• Exports: receive notifications when changes were made to your export. 
• Feedback surveys: receive notifications when there's a new customer loyalty, customer satisfaction, customer support, or custom survey submission.
• Form submissions: receive notifications when a visitor or contact submits your form. This notification type will only appear for users with access to the forms tool. 
• General: receive notifications for certain tools and updates to records including:
  • Marketplace: when a review you've written or reported in the Solutions or App Marketplace has been updated, when a cookie scan has finished, and when a rollback of an import has completed. 
  • Approvals: when a teammate requests your approval, cancels an approval request, or approves your request. 
  • Projects: when there's an update to a project you're assigned to, or you've been @-mentioned on a project.
  • Record updates: when a record that you own or are following is associated with another record, when there's a new activity logged on a record you own, or when someone views a document you own. By default you'll follow records you own, but if you unfollow them, you won't receive notifications.
• Growth: receive notifications when your Clip Creator Video cannot be generated. 
• Integrations: receive notifications for integrations installed in your HubSpot account including: 
  
  • Data Sync - Resync previously deleted records: when previously deleted records have been restored and are back in sync. 
  • Test sync complete: when a test sync is complete. 
  • Integration disconnection: when an integration gets disconnected. 
• Invoices: receive notifications when an invoice you own has been paid.
• Knowledge Base: receive notifications for your Knowledge Base including:
  • Knowledge base import complete with errors: when your knowledge base import is complete but with some errors. 
  • Knowledge base import successful: when your knowledge base imports successfully. 
  • Your knowledge base has been updated: when a knowledge base has been successfully migrated. 
  • Your knowledge base was not updated: when a knowledge base wasn't updated. 
  • Your knowledge base was updated with errors: when a knowledge base has been migrated with errors. 
• Leads: receive notifications when a lead is assigned to you.
• Lists: receive notifications when a list has completed processing and is ready to be used.
• Marketplace: receive notifications for HubSpot Marketplace assets and purchases. Receive notifications when an asset update is available, a refund is requested, a purchase is confirmed, a refund is issued, a refund request is canceled, or a refund request is denied. If you are an app, theme, or module creator, you can also receive notifications about your listing. 
• Messages: receive notifications when the SMS numbers reformatting task is completed or fails. 
• Partners: receive notifications when you're an approved Partner Admin. 
• Payments (Super Admin only): receive notifications for when a payment is initiated or fails, when a payment is received, and when a payout is created or fails.
• Product Updates: receive notifications about product updates and betas, including: 
  • Product Updates: when product updates are available to your account. 
  • Beta Request Status: when your beta requests are approved or rejected. 
• Projects: receive notifications when you a project is assigned to you, the stage is updated, the status is updated, and when you receive an @-mention on a project record.

• Quotes: receive notifications for quotes. Receive notifications when a countersignature is required, a quote is paid, a quote is signed by a customer, a quote you countersigned is fully signed, or a quote you own is fully signed.

Please note: quote notifications will only be sent to the user who owns the quote.

• SEO scan: receive a notification when an SEO scan is complete for your domain.
• Security: receive notifications when a suspicious login occurs on your account, when your portal data backup is complete and ready to be downloaded, and when you have recommendations to manage security risks. 
• Social: receive notifications when new activity is available in your account's social inbox.
  • Activity in social inbox: when there's new activity available in your social inbox.
  • New direct message in social inbox: when one of your social profiles receives a direct message.
  • New mention in social inbox: when one of your social profiles is mentioned.
  • New reply in social inbox: when one of your social posts has a new reply.

• System notifications: receive notifications when your initial data sync has completed, when your export is ready to download, when your import is complete, when your Salesforce integration is paused or there's a sync error, or when a Salesforce user requests access to a record in HubSpot. 

Please note: you can set up large export notifications in your Import & Export settings. Learn how to set up large export notifications.

• Tasks: receive notifications when you're assigned a task, when a task assigned to you is due or when you're @-mentioned in a note on a task. You can also opt to receive one email every weekday as a summary of your tasks. 

Please note: tasks created via HubSpot's API will not trigger a notification.

• Tickets: receive notifications when you're assigned a ticket, when a ticket you own or follow moves to a different ticket status, or when you're @-mentioned on a ticket record. Notifications will be received by users selected in the default Ticket owner property, and in any custom user properties.
• Transcription and Analysis: receive notifications when tracked terms are found in a call, when the transcription from your recording is ready, and when tracked terms are ready for reporting.
• Upgrades: the account admin will get notifications when a user requests a seat. 
• Website visits (Email only): receive notifications when contacts, companies, and prospects visit your website.
• Workflows: receive notifications when a "send notification" action is triggered for your user in a workflow or when a workflow "needs review." You can also opt to receive an email every Friday if a workflow has a change in enrollments.