Email Notifications integration: how to set them up in Nimbata

Nimbata's Email Notifications feature sends real-time alerts for inbound calls and SMS to you, your team, or your clients, including call details and recording links.

Step 1. Add recipients

Go to Integrations > Email Notifications and enter the recipient email address(es). Check Send separate email to each recipient if you want individual emails rather than a CC'd message.

Step 2. Select a workflow

Choose the workflow that controls when notifications fire. Click See all workflows to pick an existing one, or Create new workflow to start from scratch.

How to set up workflows

Step 3. Choose your trigger

Click the trigger (shown in yellow) to set when notifications are sent; for example, when a call ends or when an SMS arrives.

The integration shows a status indicator at a glance:

• 🟢 Green - running on all workflows it's been added to
• 🟡 Yellow - running on some, but not all, workflows
• 🔴 Red - not running on any workflow

Step 4. Set the email subject

Enter the subject line for the notification email. You can use dynamic variables to personalise it — for example: New call on %tracking_friendly_name% — %call_outcome%

Available variables: %tracking_number%, %tracking_friendly_name%, %destination_number%, %destination_friendly_name%, %call_outcome%, %caller_id%, %caller_name%

Step 5. Customise the message body

Set the greeting text, choose whether to include the recording link and logo, and select the call data fields to display. Drag fields to reorder them.

All changes save automatically. If there's a validation error (e.g. addresses not separated by commas), Nimbata will display an inline error message.

🎉 Done! Email notifications will be sent for every call or SMS that matches your workflow conditions.

Multiple configurations

To route different call types to different teams, you can create separate notification configurations.

Go to Integrations > Email Notifications, click + Add email notification, and configure the new entry with different recipients, a different workflow trigger, or both. Name the configuration and click the green checkmark to save. When adding the Email Notifications task to a workflow, you'll choose which configuration(s) to activate.

Updated on: 19/03/2026