# Notifications Notifications let you automatically alert your team when important events happen in your workspace — missed calls, voicemails, qualified leads, and more. {% hint style="info" %} Notifications are available on **all plans**. The **Email** channel requires the **Agency plan** with [custom SMTP configured](/guides/white-label.md#custom-email-delivery-optional). Future channels (Slack, Discord, Telegram) will be available on all plans. {% endhint %} *** ### How Notifications Work When an event occurs (e.g., a missed call), Ring Tonic checks your notification rules. If a rule matches the event, a notification is sent to all configured recipients with the details of what happened. ``` ┌─────────────┐ ┌─────────────┐ ┌──────────────┐ │ Event │──────│ Rule │──────│ Notification │ │ happens │ │ matches │ │ sent to │ │ (missed │ │ event & │ │ recipients │ │ call) │ │ is active │ │ │ └─────────────┘ └─────────────┘ └──────────────┘ ``` *** ### Available Events Notification rules can trigger on any of these events: | Event | Description | | ----------------------- | ----------------------------------------------------- | | Call Started | Fires when a call starts ringing | | Call Completed | Fires when a call ends | | Call Missed | Fires when a call is missed (busy, no-answer, failed) | | Call Blocked | Fires when a blocked number attempts to call | | Recording Available | Fires when call recording is ready | | Transcription Available | Fires when call transcription is complete | | Voicemail Received | Fires when a caller leaves a voicemail | | Voicemail Transcribed | Fires when voicemail transcription is complete | | Lead Qualified | Fires when you qualify a lead in the dashboard | *** ### Creating a Notification Rule {% stepper %} {% step %} **Navigate to Notifications** Go to **Automations > Notifications** in the sidebar and click **Create Rule**.

Notifications index page with Create Rule button

{% endstep %} {% step %} **Configure Rule Settings** * **Name** (optional): Give your rule a descriptive name. If left empty, a name is auto-generated from the selected events and channel. * **Channel**: Select **Email** (more channels like Slack, Discord, and Telegram are coming soon). * **Active**: Toggle the rule on or off.

Rule settings card with name, channel, and active toggle

{% endstep %} {% step %} **Select Events** Choose which events should trigger this notification. Events are grouped by category: * **Calls** — Call Started, Call Completed, Call Missed, Call Blocked * **Recordings & Transcriptions** — Recording Available, Transcription Available * **Voicemail** — Voicemail Received, Voicemail Transcribed * **Leads** — Lead Qualified Use the **Select All** / **Clear** buttons to quickly manage your selection. You can also click a group header to toggle all events in that group.

Event selection with grouped checkboxes

{% endstep %} {% step %} **Add Recipients** Choose who should receive the notifications: **Workspace Roles** — Select roles (Admin, Manager, Member, etc.) to notify all workspace members with those roles. Members can individually opt out from their notification preferences. **External Email Addresses** — Type an email address and press **Enter** to add it. External recipients receive an unsubscribe link in every email. {% hint style="warning" %} At least one role or external email address is required. {% endhint %}

Recipients card with workspace roles and external emails

{% endstep %} {% step %} **Customize Template (Optional)** Each event type has a default template. You can override the **Subject** and **Body** with your own content. * Click **Variables** to insert dynamic placeholders like `{{caller_name}}`, `{{campaign_name}}`, or `{{call_link}}` * Click **Preview** to see how your template looks with sample data * Use **Markdown** formatting in the body (headings, bold, links, etc.) Leave the fields empty to use the built-in defaults.

Template editor with variable picker and preview button

{% endstep %} {% step %} **Save the Rule** Click **Create Rule** to save. Your notification rule is now active and will trigger on the next matching event. {% endstep %} {% endstepper %} *** ### Template Variables Use these variables in your notification template. They are replaced with actual values when the notification is sent. #### Call Info | Variable | Description | | --------------------- | ------------------------------- | | `{{caller_name}}` | Caller name | | `{{caller_number}}` | Caller phone number | | `{{called_number}}` | Called/tracking number | | `{{call_status}}` | Call status | | `{{call_duration}}` | Call duration (e.g., "2m 34s") | | `{{campaign_name}}` | Campaign name | | `{{tracking_number}}` | Tracking number name | | `{{call_date}}` | Call date (e.g., "Mar 7, 2026") | | `{{call_time}}` | Call time (e.g., "2:30 PM") | #### Source Data | Variable | Description | | ------------------ | ---------------- | | `{{source}}` | UTM source | | `{{medium}}` | UTM medium | | `{{landing_page}}` | Landing page URL | | `{{referrer}}` | Referrer URL | | `{{keyword}}` | Search keyword | | `{{gclid}}` | Google Click ID | #### Workspace | Variable | Description | | -------------------- | ------------------------- | | `{{workspace_name}}` | Workspace name | | `{{agent_name}}` | Agent name | | `{{lead_status}}` | Lead qualification status | | `{{contact_name}}` | Contact name | | `{{voicemail_url}}` | Voicemail recording URL | | `{{call_link}}` | Link to call details | *** ### Managing Notification Rules From the **Automations > Notifications** page, you can manage all your rules: | Action | Description | | ---------- | ----------------------------------------------------------- | | **Edit** | Modify the rule's events, recipients, or template | | **Test** | Send a test notification with sample data to all recipients | | **Delete** | Permanently remove the rule | {% hint style="info" %} Test notifications include a **\[TEST]** prefix in the subject line so recipients can distinguish them from real alerts. {% endhint %} *** ### Testing a Notification Rule Before relying on a rule for real events, send a test notification: 1. Go to **Automations > Notifications** 2. Click the **Send** icon on the rule you want to test 3. Confirm by clicking **Send Test** 4. All recipients will receive a test notification with realistic sample data {% hint style="success" %} **Pro Tip:** Use the test feature to verify that your custom template looks good and all recipients are receiving notifications before going live. {% endhint %} *** ### Editing a Rule Click a rule's name or the **Edit** icon to open the edit page. You can change any setting — events, recipients, template, or status. #### Unsubscribed Emails If any external recipients have unsubscribed from a rule, an **Unsubscribes** icon will appear in the rule's action column on the **Automations > Notifications** table. The **Unsubscribes** column also shows the total count. Click the icon to open the Unsubscribed Emails page, where you can view all unsubscribed recipients and **re-subscribe** them if requested.

Unsubscribed emails page with re-subscribe action

*** ### Notification Preferences (For Team Members) Team members who are targeted by role can manage their own notification preferences: 1. Go to **Settings > Notifications** 2. Toggle the switch next to each notification rule to opt in or opt out

Notification preferences page with opt-in/opt-out toggles

{% hint style="info" %} Only notification rules that target your role are shown. Opting out only affects your account — other members with the same role will still receive notifications. {% endhint %} *** ### Unsubscribe (For External Recipients) Every notification sent to an external recipient includes an **Unsubscribe** link. Clicking it immediately stops future notifications from that specific rule. {% hint style="warning" %} Unsubscribing is per-rule. If you're added to multiple notification rules, you'll need to unsubscribe from each one separately. {% endhint %} *** ### White Label Branding If you've configured SMTP settings in [White Label Settings](/guides/white-label.md#custom-email-delivery-optional), email notifications will be sent from your custom domain with your branding (logo and sender name). Otherwise, they use the default Ring Tonic sender. {% hint style="info" %} A banner on the Notifications index page will remind you to configure SMTP if it hasn't been set up yet. {% endhint %} *** ### Common Questions
What plan do I need for notifications? Notifications are available on **all plans**. However, the **Email** channel requires the **Agency plan** with [custom SMTP configured](/guides/white-label.md#custom-email-delivery-optional) in White Label settings.
Can I send notifications to people outside my workspace? Yes. Add their email addresses in the **External Email Addresses** section of the rule. They will receive an unsubscribe link in every notification.
How quickly are notifications sent? Notifications are dispatched immediately when the event occurs, typically within seconds.
Can a team member opt out of notifications? Yes. Members can go to **Settings > Notifications** and toggle off any notification rule that targets their role.
Can I have multiple rules for the same event? Yes. You can create multiple rules for the same event type with different recipients, templates, or configurations.
What happens if I leave the template fields empty? Ring Tonic uses built-in default templates for each event type. These include caller details, campaign info, and a link to the call details page.
Can I use Markdown in the template body? Yes. The template body supports Markdown formatting — headings, bold, italic, links, and lists are all supported.
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