---
title: Managing email notifications
description: "### 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…"
url: "https://funneler.ai/guide/managing-email-notifications/"
updated: "2025-12-18"
category: Getting Started
---

# 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

---

### Accessing Notification Settings

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

---

### 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

---

#### 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

---

### 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

---

### 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`

---