Managing email notifications

Understanding Email Notifications

Funneler sends email notifications to keep you informed about:

• New Leads: When someone fills out a form or qualifies as a lead
• New Appointments: When calendar bookings are made
• Rescheduled Appointments: When appointments are changed
• Canceled Appointments: When appointments are canceled
• Quota Warnings: When approaching usage limits
• Failed Payments: When billing issues occur
• Team Invitations: When you’re invited to an account

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Accessing Notification Settings

1. Click on the “Integrations” button (located on sidebar navigation)
2. Click “Notifications” tab
3. Adjust your preferences

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Email Notification Types

Lead Notifications

When triggered:

• Visitor qualifies as a lead
• Contact information is collected
• AI determines lead is qualified

Email contains:

• Lead name and contact info
• Conversation transcript or summary
• Lead source (which funnel)
• Qualification score
• Timestamp

Controls:

• ✅ Enable/disable per funnel
• ✅ Set qualification criteria
• ✅ Choose email recipients
• ✅ Customize subject line

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Appointment Notifications

Types of appointment emails:

1. New Appointment:

• When visitor books a meeting
• Includes calendar invite (ICS file)
• Shows appointment details

1. Appointment Reminder:

• Sent 24 hours before meeting
• Includes join link (if video)
• Shows location/phone number

1. Reschedule Notice:

• When appointment time changes
• Shows old and new times
• Updated calendar invite

1. Cancellation:

• When appointment is canceled
• Shows cancellation reason (if provided)
• Removes from calendar

Email recipients:

• ✅ You (account owner)
• ✅ Team members
• ✅ Visitor who booked

Email Notification Best Practices

Avoid Email Overload:

1. Filter by Funnel: Only get emails from high-priority funnels
2. Set Qualification Criteria: Only notify on qualified leads
3. Use Team Distribution: Share notifications across team

Ensure Delivery:

1. Whitelist Our Emails:

• Add notifications@funneler.ai to contacts
• Add leads@funneler.ai to contacts
• Add support@funneler.ai to safe senders
• Add noreply@funneler.ai to safe senders

1. Check Spam Folder:

• Mark as “Not Spam” if found there
• Create filter to always inbox

1. Update Email Address:

• Keep account email current
• Test notifications after changes

Professional Responses:

1. Set Up Auto-Responder:

• Acknowledge leads immediately
• Set expectations for response time
• Coming soon: automated first response

1. Create Email Templates:

• Quick replies for common questions
• Consistent messaging
• Save time on responses

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Troubleshooting Email Notifications

Problem: Not receiving emails

Solutions:

1. ✅ Check spam/junk folder
2. ✅ Verify email address in account settings
3. ✅ Check notification settings are enabled
4. ✅ Whitelist Funneler email addresses
5. ✅ Check email provider isn’t blocking us
6. ✅ Try alternative email address

Problem: Receiving too many emails

Solutions:

1. ✅ Disable notifications for low-priority funnels
2. ✅ Increase lead qualification threshold
3. ✅ Distribute across team members

Problem: Emails going to spam

Solutions:

1. ✅ Mark as “Not Spam” in your email client
2. ✅ Add sender to contacts
3. ✅ Create inbox filter rule
4. ✅ Check SPF/DKIM records (IT admin)
5. ✅ Use business email (not free providers like Gmail/Yahoo)

Problem: Emails delayed

Solutions:

1. ✅ Some email providers have delays (5-15 minutes normal)
2. ✅ Check server status at status.funneler.ai
3. ✅ Verify not being throttled by your provider
4. ✅ Contact support if delays exceed 30 minutes

Problem: Wrong information in emails

Solutions:

1. ✅ Update funnel settings
2. ✅ Refresh calendar integration
3. ✅ Contact support if persistent

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Email Deliverability Tips

For IT Administrators:

Whitelist our sending domains:

• funneler.ai
• sendgrid.net (our email service provider)

SPF Record:
Add to your DNS if sending from your domain:

v=spf1 include:sendgrid.net ~all

DKIM:
We use authenticated DKIM signatures for all emails.

Email Filtering:

• Allow emails from *@funneler.ai
• Allow emails from *@sendgrid.net

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