🔔Notifications

Notifications let you automatically alert your team when important events happen in your workspace — missed calls, voicemails, qualified leads, and more.

Notifications are available on all plans. The Email channel requires the Agency plan with custom SMTP configured. Future channels (Slack, Discord, Telegram) will be available on all plans.

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

Contact Stage Changed

Fires when a contact moves to a new pipeline stage

Conversion Recorded

Fires when a conversion advances a contact's stage (postback, call, or form)

Form Submitted

Fires when a visitor submits a captured form

Contact Stage Changed and Conversion Recorded overlap: both fire when a contact moves to a new stage. If you create a rule for each, you'll get two emails per stage change — pick the one that fits, or use both intentionally.

Creating a Notification Rule

Navigate to Notifications

Go to Automations > Notifications in the sidebar and click Create Rule.

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.

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
CRM Funnel — Contact Stage Changed, Conversion Recorded, Form Submitted

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.

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.

At least one role or external email address is required.

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.

Save the Rule

Click Create Rule to save. Your notification rule is now active and will trigger on the next matching event.

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

Pipeline

Available on the CRM Funnel events (Contact Stage Changed, Conversion Recorded, Form Submitted).

Variable

Description

{{from_stage}}

Previous pipeline stage

{{to_stage}}

New pipeline stage

{{conversion_source}}

Conversion source (postback, call, form, etc.)

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

Test notifications include a [TEST] prefix in the subject line so recipients can distinguish them from real alerts.

Testing a Notification Rule

Before relying on a rule for real events, send a test notification:

Go to Automations > Notifications
Click the Send icon on the rule you want to test
Confirm by clicking Send Test
All recipients will receive a test notification with realistic sample data

Pro Tip: Use the test feature to verify that your custom template looks good and all recipients are receiving notifications before going live.

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.

Notification Preferences (For Team Members)

Team members who are targeted by role can manage their own notification preferences:

Go to Settings > Notifications
Toggle the switch next to each notification rule to opt in or opt out

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.

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.

Unsubscribing is per-rule. If you're added to multiple notification rules, you'll need to unsubscribe from each one separately.

White Label Branding

If you've configured SMTP settings in White Label Settings, email notifications will be sent from your custom domain with your branding (logo and sender name). Otherwise, they use the default Ring Tonic sender.

A banner on the Notifications index page will remind you to configure SMTP if it hasn't been set up yet.

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 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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Last updated 1 month ago