What This Feature Does
SendX allows you to send automatic notification emails to your team members whenever specific events happen—like when someone subscribes via a landing page, submits a form, or gets tagged. This keeps your team instantly informed about new leads, important actions, or key engagement moments without having to manually check your contact list.
Why This Matters
Internal notification emails are essential for:
Sales teams: Get instant alerts when someone requests a demo or fills out a high-intent form
Support teams: Know immediately when someone submits a contact or help form
Account managers: Track when VIP clients engage with your content
Small teams: Enable manual, personalized follow-up on every lead
Time-sensitive offers: React quickly to hot leads while they're still interested
Quality control: Monitor form submissions to catch errors or spam
Important distinction:
Notification emails = Internal alerts sent to YOUR TEAM (covered in this article)
Thank you emails = External messages sent to SUBSCRIBERS (covered in a different article)
These are two completely separate systems. Notification emails tell you about activity; thank you emails engage with subscribers.
What Information Is Included in Notification Emails
When you receive a notification email, SendX automatically includes key contact details:
Standard information included:
Contact name (if captured)
Email address (clickable link)
Which form/landing page/popup they submitted (in the subject line)
Timestamp of when the action occurred
Link to contact details in SendX
Example notification email:
Subject: SendX Activity Notification: Subscribed to list (eBook Downloads): Test (najwa+notifyme@sendx.io)
From: Team SendX shahid+magicblog@sendx.io
Body:
Contact Details Name: Test Email: najwa+notifyme@sendx.io
The email is simple, focused, and actionable—giving you just enough information to decide if immediate follow-up is needed.
Who Can Receive Notification Emails
Only team members with SendX accounts can receive notification emails.
This means:
✅ Any email address of a user who has access to your SendX account
❌ External email addresses (clients, partners, contractors not in SendX)
❌ Personal email addresses not associated with a SendX user account
To add notification recipients:
You'll see a dropdown showing all team members in your SendX account
Select one or multiple team members
There's no hard limit on recipients, but 3-5 team members is typically sufficient to avoid overwhelming everyone
Why this restriction exists:
Security: Contact data should only go to authorized team members
Compliance: Prevents accidental sharing of subscriber information with unauthorized parties
Account management: Keeps notifications within your organization
Method 1: Get Notified When Someone Subscribes via a Landing Page
This is the most common use case—getting instant alerts when someone fills out your landing page form.
Step 1: Create or Identify Your Landing Page
First, you need a landing page to track. If you don't have one yet:
Go to Forms → Landing Page
Create your landing page (design, content, success page)
Make note of the landing page name
Refer to: How to Create Your First Landing Page if you need help with this step.
Step 2: Navigate to Automations
Click Automate in the top navigation menu
Click + Create Automation
Step 3: Name Your Automation
A dialog will appear asking for an automation name
Give it a clear, descriptive name
Good examples: "Landing Page Notification - Demo Requests," "eBook Download Alerts," "Homepage Form Notifications"
This name is only for your internal organization
Step 4: Set the Trigger
In the automation builder, you'll see a Trigger section.
Click the Trigger dropdown
Look for: "Contact added via a landing page" (exact wording)
Select this option
A second dropdown will appear: "Select landing page"
Choose the specific landing page you want to track
You can only select ONE landing page per automation
To track multiple landing pages, create separate automations for each
Step 5: Set the Action
Below the Trigger section, you'll see an Action section.
Click the Action dropdown
Select: "Send activity notification email"
A field will appear: "Select email IDs to notify"
Click the dropdown to see all team members in your SendX account
Select the team member(s) who should receive notifications
You can select multiple people
Only SendX users appear in this list
If you try to enter an email not in your account, you'll see "No option found"
To add multiple recipients:
Click the dropdown again after selecting the first person
Select additional team members
Each person will receive their own notification email
Step 6: Save the Automation
Review your settings:
Trigger: Contact added via [Your Landing Page Name]
Action: Send notification to [Team Member Names]
Click Submit Automation (or similar button)
The automation is now active!
Step 7: Test the Notification
Visit your landing page URL
Fill out the form with your own email address
Submit the form
Check the email inbox of the team members you added as recipients
Within seconds, they should receive the notification email
Verify it contains the contact details and the correct landing page name
Method 2: Get Notified for Forms and Popups (All Form Types)
The process for forms (embedded forms and popups) is nearly identical to landing pages.
Step 1: Create or Identify Your Form/Popup
Make sure you have the form or popup already created:
Embedded forms: Go to Forms → Embedded Form
Popups: Go to Forms → Popup
Step 2: Create the Automation
Go to Automate → + Create Automation
Name your automation clearly (e.g., "Popup Notification - Exit Intent Form")
Step 3: Set the Trigger
Click the Trigger dropdown
You'll see options like:
"Contact added via a landing page"
"Contact added via a popup" (or "Contact added via form")
Look for the option that matches your form type
Select the appropriate trigger
In the second dropdown, select the specific form or popup you want to track
Note: There may be a general "Contact added via any form" option that lets you select from all form types in one place. Choose the specific form you want to monitor.
Steps 4-7: Same as Landing Page Method
Set Action: "Send activity notification email"
Select team member recipients
Submit the automation
Test by submitting the form yourself
Method 3: Get Notified When a Contact Is Tagged
Tags are powerful for segmentation and triggering workflows. You can get notified whenever a contact receives a specific tag.
Step 1: Create or Identify Your Tag
First, make sure the tag exists in your SendX account.
To create a tag:
Go to Audience → Tags (or look for Tags in the Audience menu)
Click Create Tag or similar
Give it a descriptive name (e.g., "VIP Customer," "Demo Requested," "High-Intent Lead")
Save the tag
How tags are added to contacts:
Manually: You can manually tag contacts in their profile
Via automation: Use an automation to automatically tag contacts based on behavior (e.g., "When contact clicks link X, add tag Y")
Via forms: Map form fields to tags, so submitting a form adds a tag
Via import: Tag contacts during CSV import
Via API: Use SendX's API to programmatically add tags
Step 2: Create the Automation
Go to Automate → + Create Automation
Name it descriptively (e.g., "VIP Tag Notification," "Demo Request Alert")
Step 3: Set the Trigger
Click the Trigger dropdown
Select: "Tag added"
A second dropdown appears: "Select tag"
Choose the specific tag you want to monitor
Example: If you want to know when someone is tagged as "VIP Customer," select that tag
You can only track ONE tag per automation
Create multiple automations to track multiple tags
Step 4: Set the Action
Click the Action dropdown
Select: "Send activity notification email."
Select the team members who should be notified when this tag is added
Add multiple recipients if needed (sales team, account managers, etc.)
Step 5: Submit and Test
Click Submit Automation
To test:
Go to a contact's profile
Manually add the tag you're tracking
Check if the notification email arrives for your selected recipients
Verify the notification includes the contact's name, email, and tag information
Use case example:
You have a form with a question: "What's your company size?"
If they select "500+ employees," an automation adds the tag "Enterprise Lead."
Another automation (the notification one) triggers when the "Enterprise Lead" tag is added
Your sales team receives an instant notification to prioritize this high-value lead
Method 4: Get Notified for Unsubscribes and Other Events
You can also receive notifications for negative or disengagement events.
Setting Up Unsubscribe Notifications
Step 1: Create the automation
Go to Automate → + Create Automation
Name it: "Unsubscribe Notifications"
Step 2: Set the trigger
Click the Trigger dropdown
Look for: "Contact unsubscribed" or "Unsubscribed from all email communication."
Select this trigger
Step 3: Set the action
Action: "Send activity notification email"
Select recipients (typically marketing managers or list owners who want to track churn)
Why monitor unsubscribes?
Track if a specific campaign causes unusual unsubscribe spikes
Follow up with VIP contacts who unsubscribe (via other channels)
Identify patterns in who's leaving your list
Other Events You Can Monitor
SendX offers many trigger options. You can create notification automations for:
Engagement triggers:
Contact clicked a specific link in an email
Contact opened a campaign
Contact submitted a form (any form type)
List/segment triggers:
Contact added to a specific list
Contact added to a segment
Negative triggers:
Contact marked email as spam
Email bounced (hard bounce)
Custom triggers:
Custom field value changed
Contact reached a certain engagement score
To see all available triggers:
Create a new automation
Click the Trigger dropdown
Browse all available options
Any trigger can be paired with "Send activity notification email" as the action
Managing Multiple Automations
As you scale, you'll likely have many notification automations. Here's how to stay organized:
Automation Naming Best Practices
Use clear, consistent naming conventions:
✅ Good: "Notification - Landing Page - Demo Requests"
✅ Good: "Alert - VIP Tag Added"
✅ Good: "Notify Sales - High-Intent Form"
❌ Bad: "Automation 1"
❌ Bad: "Test"
❌ Bad: "Notification"
Template: Notification - [Trigger Type] - [Specific Detail]
Toggling Automations On/Off
To temporarily disable notifications:
Go to Automate to see all your automations
Find the notification automation you want to pause
Look for a toggle switch or Activate/Deactivate button
Toggle it OFF
The automation stops sending notifications immediately
Toggle it back ON when ready to resume
When to disable:
You're running a high-volume campaign and expect hundreds of notifications
You're testing forms and don't want to spam your team
A team member is on vacation and doesn't need alerts
You're troubleshooting an issue
Editing Existing Automations
You can edit automations after they're created:
Go to Automate
Click on the automation name
Modify:
The trigger (change which form/tag is monitored)
The recipients (add or remove team members)
Add additional actions (covered below)
Save your changes
Edits apply immediately to future events (not retroactive)
You don't need to delete and recreate automations to make changes.
Advanced: Adding Multiple Actions to One Automation
Notification emails don't have to be the only action. You can build more complex workflows.
Example: Notify Team AND Add Contact to Segment
Scenario: When someone requests a demo via your landing page, you want to:
Notify your sales team instantly
Add the contact to a "Demo Requests" segment for follow-up campaigns
Setup:
Create automation: "Demo Request Workflow"
Trigger: "Contact added via a landing page" → Select "Demo Request Page"
Action 1: "Send activity notification email" → Select sales team members
Add another action:
Look for "+ Add Action" or similar button
Select Action 2: "Add to segment"
Choose the "Demo Requests" segment
Submit the automation
Result: When someone submits the demo form:
Your sales team gets an instant email notification
The contact is automatically added to the Demo Requests segment
You can send targeted follow-up campaigns to this segment
Other Actions You Can Combine with Notifications
Add tag: Automatically tag high-value leads when they submit certain forms
Add to list: Move contacts to specialized lists
Update custom field: Change contact properties based on behavior
Wait: Add delays between actions (though this doesn't affect notification timing)
Send email to contact: Send an automated follow-up email to the subscriber (in addition to notifying your team)
Creative workflow example:
Trigger: "Tag added" → "Enterprise Lead."
Action 1: Notify sales team (instant)
Action 2: Wait 1 hour
Action 3: Send a personalized email to the contact offering a 1-on-1 consultation
Action 4: Add to "Enterprise Nurture" segment
This creates a coordinated internal + external response.
Best Practices for Notification Emails
1. Don't Overwhelm Your Team
The problem: If you're running a high-traffic website, you could receive hundreds of notification emails per day. This quickly becomes noise instead of signal.
Solutions:
Option A: Limit recipients to 3-5 key people
Don't add your entire team—only those who need instant alerts
Example: Sales team for demo requests, but not the entire marketing department
Option B: Use notifications selectively
Only set up notifications for high-intent actions (demo requests, enterprise form submissions)
Don't notify for every newsletter signup if you get hundreds per day
Option C: Batch notifications (if available)
Check if SendX offers digest/summary notifications (e.g., hourly or daily summaries instead of individual emails)
Currently, SendX sends one email per event, so this may not be available
Option D: Use segments and reports instead
For high-volume forms, skip notifications entirely
Instead, create a segment of recent subscribers and review it once daily
Use list analytics to monitor growth trends
Option E: Filter notifications in your email
Set up email filters/rules to automatically sort SendX notifications into a dedicated folder
Check this folder on a schedule (e.g., every 2 hours) rather than reacting to each one
2. Set Clear Team Expectations
Who responds to notifications?
Clearly assign ownership: "Sales team members who receive demo notifications should respond within 2 hours."
Avoid diffusion of responsibility: "Everyone gets the notificatio,n but nobody responds because they assume someone else wil.l"
When to respond?
High-intent leads: Immediate response (within 15-60 minutes)
Medium-intent leads: Same-day response
Low-intent leads (general newsletter): No immediate response needed
3. Name Notifications Clearly
Make it obvious what each notification is for:
Include the form/landing page name in the automation name
Team members should instantly recognize: "This is a demo request" vs. "This is a newsletter signup"
4. Test Before Launching
Always test notification automations before making them live:
Submit a test form/landing page with your own email
Verify the notification arrives
Check the notification content is accurate
Confirm that all recipients received it
Ensure no duplicate notifications are being sent (from multiple overlapping automations)
5. Audit Regularly
Every quarter, review your notification automations:
Are they still needed?
Are the right people receiving them?
Should you add or remove recipients?
Are there too many notifications causing alert fatigue?
Delete outdated automations for forms/campaigns you're no longer running
Notification Email Deliverability
Will Notification Emails Go to Spam?
Yes, it's possible, depending on:
Your domain reputation: SendX sends notifications from YOUR domain (not SendX's domain)
Your email provider's filters: Some corporate email systems are aggressive about filtering automated emails
Volume: Receiving hundreds of emails from the same sender daily can trigger spam filters
How to prevent notification emails from going to spam:
1. Whitelist the sender
Ask team members to add the notification sender address to their contacts
Example: Add
Team SendX <shahid+magicblog@sendx.io>(or whatever address SendX uses for your account)This tells email providers: "This is a trusted sender"
2. Check domain reputation
If your domain has a poor sender reputation, ALL emails from it (including internal notifications) may be flagged
Use tools like Google Postmaster Tools or MXToolbox to check your domain's reputation
Improve by maintaining good email practices (low spam complaints, low bounce rates)
3. Set up email filters
Instead of relying on inbox delivery, create an email rule to automatically move SendX notifications to a dedicated folder
This bypasses spam filtering and keeps notifications organized
4. Use a different email for notifications (if possible)
If SendX allows, configure notifications to come from a specific subdomain or internal email
Check with SendX Support if this customization is available
Difference Between Notification Emails and Thank You Emails
To avoid confusion, here's a clear breakdown:
Feature | Notification Emails (This Article) | Thank You Emails (Different Feature) |
Purpose | Alert your team about subscriber activity | Welcome and engage new subscribers |
Recipients | Internal team members (SendX users only) | External subscribers (anyone who submits a form) |
Set up via | Automations (Automate menu) | List settings (Audience → Lists → Edit List) |
Triggers | Various events (form submissions, tags and unsubscribes) | Only when contact is added to a specific list |
Content | Contact details (name, email, source) | Customizable welcome message, resources and next steps |
Volume | One per event (can be high) | One per new subscriber |
Customizable? | No, system-generated format | Yes, fully customizable (branding, messaging, links) |
Spam risk | Possible (depends on domain reputation) | Higher (external emails are more scrutinized) |
Remember: These are two completely separate systems. You can have BOTH enabled simultaneously:
The notification email goes to your sales team instantly
Thank you email goes to the subscriber, welcoming them
This is totally fine and actually recommended for high-touch workflows.
Common Questions and Troubleshooting
Q: I'm not receiving notification emails. What's wrong?
A: Troubleshooting steps:
1. Check spam/junk folder
Notification emails may be filtered by your email provider
Look for emails from "Team SendX" or your domain
2. Verify you're listed as a recipient
Go to Automate → Open the notification automation
Confirm your email is selected in the "Send activity notification email" recipients
If you're not listed, add yourself and save
3. Test the automation
Submit the form/landing page yourself
Verify the trigger event is happening
If no notification arrives within 2-3 minutes, there's an issue
4. Check if the automation is active
Go to Automate
Look for a toggle or status indicator next to the automation
Ensure it says "Active" or is toggled ON
If it's OFF/Inactive, toggle it back on
5. Verify your SendX account status
Non-SendX users cannot receive notifications
Ask your account admin to confirm you're a registered user
You may need to be invited to the SendX account first
6. Check for conflicting automations
If you have multiple automations with similar triggers, one might be overriding the other
Review all active automations to ensure there's no conflict
7. Contact SendX Support
If none of the above work, reach out with:
Automation name
Your email address
When you tested (date/time)
Screenshot of the automation settings
Q: Can I customize what the notification email says?
A: No, notification emails use a standard system-generated format that cannot be customized.
What you CANNOT change:
The email template/design
The subject line format (always includes "SendX Activity Notification")
The body text or layout
Branding (SendX's branding is included)
What you CAN control:
Who receives the notification (recipients)
Which events trigger notifications (the trigger settings)
Whether to send notifications at all (by activating/deactivating automations)
Workaround for customization:
If you need custom-formatted notifications, use a different action:
Instead of "Send activity notification email"
Use "Send email to contact" and create a fully custom email
Send this email to an internal email address (e.g., sales@yourbrand.com)
This gives you full control over the email content but requires more setup
Q: Can I send notifications to people outside my organization?
A: No, only SendX users in your account can receive notification emails.
Why does this restriction exist?
Security: Contact data contains sensitive personal information (emails, names, possibly phone numbers)
Compliance: Sharing subscriber data with external parties without consent violates privacy laws (GDPR, CCPA)
Account management: Keeps internal workflows separate from external communications
Workaround (not recommended):
You could forward notification emails manually to external parties
But this is your responsibility to ensure compliance with data privacy laws
If you absolutely need external notifications:
Use a third-party integration/tool (Zapier, webhooks) to send custom notifications
Contact SendX Support to ask about webhook options that might allow this
Q: I'm getting too many notification emails. How do I reduce them?
A: Several strategies:
Option 1: Remove yourself as a recipient
Edit the notification automation
Remove your email from the recipients list
Only key team members stay on the notification list
Option 2: Deactivate high-volume automations
Go to Automate
Toggle OFF automations for high-traffic forms
Keep only critical notifications active (e.g., demo requests)
Option 3: Create email filters
Set up a rule in your email client (Gmail, Outlook, etc.)
Automatically move SendX notifications to a dedicated folder
Check this folder on your own schedule (e.g., twice daily) instead of reacting to each email
Example Gmail filter:
From: contains "Team SendX" or "sendx.io."
Subject: contains "Activity Notification."
Action: Skip inbox, Apply label "SendX Notification.s"
Option 4: Limit which forms trigger notifications
Instead of "Contact added via any form," create separate automations for specific high-intent forms only
Example: Notify only for "Demo Request Form" and "Enterprise Contact Form"
Don't notify for "Newsletter Signup Form" if it gets hundreds of submissions daily
Q: What if I want a daily summary instead of individual emails?
A: Currently, SendX sends one notification email per event—there's no built-in batching or digest feature.
Workarounds:
Option 1: Use segments instead of notifications
Create a segment: "New contacts added in the last 24 hours."
Check this segment once per day manually
This gives you a "digest" view without email notifications
Option 2: Email rules + manual batching
Let notification emails accumulate in a dedicated folder (via email filter)
Review the folder at specific times (morning, afternoon)
This simulates a "manual digest"
Option 3: Request the feature
Contact SendX Support and request a "digest mode" for notifications
If enough users ask for this, they may add it to the product roadmap
Q: Can one automation send notifications for multiple forms?
A: No, each automation can only track one specific form/landing page/tag.
To monitor multiple forms:
Create separate automations for each form you want to track
Example:
Automation 1: "Notification - Homepage Form"
Automation 2: "Notification - Pricing Page Form"
Automation 3: "Notification - Blog Sidebar Form"
All three can send notifications to the same recipients (just list the same team members in each)
Alternative: Check if SendX has a general trigger like "Contact added via any form" that lets you monitor ALL forms at once. However, this may result in overwhelming notification volume.
Q: Do notification emails count toward my SendX email sending limits?
A: This depends on how SendX calculates your plan limits.
Most likely: No, notification emails don't count because:
They're internal system messages
They're not marketing/campaign emails sent to external subscribers
They use a different sending mechanism
To confirm: Check with SendX Support or review your plan documentation to verify whether internal notifications count toward your email quota.
Q: Someone submitted a form but I didn't get a notification. Why?
A: Several possibilities:
1. The automation isn't set up correctly
Verify the trigger matches the form they submitted
Example: If they used "Popup Form A" but your automation tracks "Popup Form B," no notification will send
2. They submitted before the automation was activated
Automations only apply to future events after they're created
Historical submissions don't retroactively trigger notifications
3. The automation was temporarily deactivated
Check if someone toggled the automation OFF
Reactivate it
4. You're not listed as a recipient
Verify your email is selected in the automation's recipient list
5. The notification went to spam
Check your spam/junk folder
6. The contact already existed
If the contact was already in your SendX account and just submitted another form, some triggers may not fire again
Check the trigger type—does it fire for "new contacts only" or "all form submissions"?
Q: Can I get notified via Slack, SMS, or other channels instead of email?
A: SendX's built-in notification system only supports email notifications.
For other channels (Slack, SMS, push notifications):
Use Zapier or Make (formerly Integretely) to connect SendX to other apps
Example workflow:
SendX webhook triggers when form is submitted
Zapier catches the webhook
Zapier sends a message to your Slack channel or sends an SMS via Twilio
Check with SendX:
Ask SendX Support if they have native integrations with Slack or other notification platforms
Some email platforms offer this feature directly
Quick Reference Checklist
Setting Up Notification for Landing Page/Form Submissions:
[ ] Ensure your landing page/form is created and active
[ ] Go to Automate → + Create Automation
[ ] Name the automation clearly (e.g., "Notification - Demo Requests")
[ ] Set Trigger: "Contact added via a landing page" (or form/popup)
[ ] Select the specific landing page/form from the dropdown
[ ] Set Action: "Send activity notification email"
[ ] Select team members to receive notifications (SendX users only)
[ ] Add multiple recipients if needed
[ ] Click Submit Automation
[ ] Test by submitting the form yourself
[ ] Verify notification email arrives within 1-2 minutes
[ ] Check spam folder if it doesn't appear in inbox
Setting Up Notification for Tags:
[ ] Create or identify the tag you want to monitor (Audience → Tags)
[ ] Go to Automate → + Create Automation
[ ] Name the automation (e.g., "VIP Tag Alert")
[ ] Set Trigger: "Tag added"
[ ] Select the specific tag from the dropdown
[ ] Set Action: "Send activity notification email"
[ ] Select recipients (team members who need to know about this tag)
[ ] Click Submit Automation
[ ] Test by manually adding the tag to a test contact
[ ] Verify notification arrives
Best Practices:
[ ] Limit recipients to 3-5 key people per automation
[ ] Use clear automation names that indicate what's being tracked
[ ] Set up email filters to organize notifications in a dedicated folder
[ ] Review and audit automations quarterly
[ ] Deactivate automations during high-volume campaigns to prevent inbox overload
[ ] Whitelist SendX notification sender addresses to prevent spam filtering
[ ] Test all automations before relying on them for important workflows
Need Help?
If you're having trouble setting up notification emails or need assistance with:
Choosing which events to monitor
Managing notification volume for high-traffic forms
Troubleshooting missing notifications
Setting up complex multi-action workflows
Understanding which team members should receive which notifications
Contact SendX Support for personalized guidance and recommendations tailored to your workflow.
Pro Tip: Start with notifications for ONLY your highest-intent actions (demo requests, enterprise inquiries, VIP contacts). Once you understand the volume and have a response workflow in place, expand to other forms. This prevents notification fatigue and ensures your team actually acts on the alerts they receive!