How to enable and configure email notifications

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Stay on top of your Inbound Activity (Calls & SMS)

Email Notifications allow you to quickly get alerts on new inbound calls or sms in your inbox or share call information with your clients or team members to keep everyone aligned. Email Notifications help you:

Receive real-time alerts to promptly address missed calls.
Easily share significant calls with your team.
Notify clients of missed calls from lead generation campaigns.
Access call recordings with just one click.
Stay ahead with timely follow-ups on your quality leads.

Set up Email Notifications

Step 1. Go to Integrations > Email Notifications

Step 2. Enter the e-mail address or addresses for which you wish to receive notifications. Check the "send separate email to each recipient" box, to send email notifications to individuals, not in CC.

Step 3. Configure your setup for Inbound Call Notifications. First, choose the workflow that outlines the criteria that must be met to receive an email notification.

Click on 'See all workflows' to be taken to the workflows overview or 'Create new workflow' to start one from scratch.

For detailed instructions on how to set up workflows, read this article: https://help.nimbata.com/en/article/how-to-set-up-workflows-previously-automations-q8c5v5/

Our default option includes all calls but you can easily filter which calls will be sent by creating a new trigger or use an existing one.

Step 4. Click on the trigger in yellow text to select when you want your configuration be triggered, e.g. when an SMS arrives or when a call ends.

Nimbata will display three different statuses in green, yellow, or red, informing you of the current state of integration:

Green: The integration is running on all the workflows it's been added to.

*Yellow: The integration is running on **some of the workflows it's been added to.
*Red: The integration is **not running on any workflow.

Step 5. Then, choose the subject that will be displayed on the email you send.

*You can also use dynamically populated variables as such: *To display the Tracking Number that was called use - %tracking_number%To display the Tracking Number friendly name use - %tracking_friendly_name%To display the Destination Number that was called use - %destination_number%To display the Destination Number friendly name use - %destination_friendly_name%To display the Call Outcome use - %call_outcome%To display the Caller Id use - %caller_id%To display the Caller Name use - %caller_name%For Example:

Step 6. Customize the message (Greeting Text) to be sent out. You ,also, have the option to include a link to the recording if it's enabled, and decide whether you want the logo to appear. Additionally, select the call details you want in your email body. Easily customize the order by dragging them up or down, delete our default ones, or add your own by clicking "Add Row."

All changes are saved automatically. In case of an error, like not separating senders by commas appropriately, Nimbata will display an error message explaining the issue.

Multiple Configurations

You can create multiple configurations for your email notifications. If for example, you want for the same event, different emails to be sent to different people or teams you can do that by creating a configuration for each. Here's how it works.

Step 1. Go to Integrations > Email notifications.

Step 2. Click on the "+Add email notification" button on the top.

Step 3. Set up your email notification as shown above. You can replicate your previous setup and only change the email addresses, or you can trigger this automation differently. THen, go ahead and name your configuration and click on the green check mark to save it.

Step 4. Now, when you set up a new workflow or edit an existing one and you choose the Email Notification integration, you will have to choose which configuration(s) you wish enabled.

🎉 That's it! Notifications for new calls will be sent each time a call is placed in one of your tracking numbers under your account.

Updated on: 21/07/2025

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