Notification Settings in HighLevel

Most teams spend five minutes setting up notifications at launch and then wonder why they are drowning in alerts or missing important ones a month later. Getting the configuration right from the start solves both problems.

Reading time: approximately 8 minutes.

What Are Notification Settings in HighLevel?

HighLevel Notification Settings give each user control over how and where they receive alerts inside the platform. Every user manages their own preferences independently – one person can get SMS alerts for new conversations while another on the same team prefers email only.

Settings live at Settings → My Profile → Notifications. The preferences you set there are specific to your account and to the sub-account you are working inside.

You must be added to a sub-account before you can receive any notifications from it.

The notification system covers three distinct areas, each configured in a different location: personal notification preferences (My Profile), calendar-level appointment notifications (Calendar Settings), and form or survey submission notifications (Form editor). The Internal Notification workflow action adds a fourth layer – automated team alerts triggered by specific workflow conditions.

The Five Delivery Channels

HighLevel supports five channels for delivering notifications. Each channel can be enabled or disabled independently per event type – you are not forced to receive all notifications on all channels.

You can mix channels freely per event type. A sales rep might want In-App and Mobile App push for every new conversation, Email for task assignments, and nothing at all for review notifications.

That configuration is fully supported.

Notification Event Types

The My Profile Notifications tab organizes alerts by event category. Each category can be toggled per delivery channel.

Notification language follows the Platform Language set in the user’s profile. If a specific notification has not been translated into that language, it falls back to English.

Calendar Notifications

Calendar notifications are a separate system from My Profile Notifications. They are configured per calendar at Calendar → Calendar Settings → [select calendar] → Notifications tab.

Six notification types are available for each calendar: Appointment Booked (Unconfirmed), Appointment Booked (Confirmed), Appointment Canceled, Appointment Rescheduled, Reminder, and Follow-Up.

Each notification type can be configured independently for four receiver types: Contact (the person booking), Guest (additional attendees), User (the HighLevel team member the appointment is assigned to), and Additional Emails or Phone Numbers (any other recipient you specify). Delivery channels for calendar notifications are Email, In-App, SMS, and WhatsApp.

For Reminders, you configure how far in advance the notification should be sent before the appointment. For Follow-Up notifications, you configure how long after the appointment the notification should go out.

Multiple timing points can be added for both Reminders and Follow-Ups on the same calendar.

Form and Survey Notifications

Form and survey email notifications are configured inside the individual form editor, not in My Profile. Open any form or survey, then look for the Form Notification sidebar option.

Two notification types are available: a team notification email sent to designated inboxes when the form is submitted, and an Auto Responder that sends a confirmation reply back to the person who submitted the form. Both types consume email credits from the sub-account.

Conditional routing based on specific form answers is not supported natively in the Form Notification sidebar – every submission sends to the same addresses. To route notifications differently based on answers (for example, sending to one team member if the person selects “Option A” and another for “Option B”), use a Form Submitted workflow trigger with If/Else conditions and Internal Notification actions.

Internal Notification Workflow Action

The Internal Notification workflow action is the most flexible way to alert your team about events inside HighLevel. Unlike the static per-channel preferences in My Profile, Internal Notifications are triggered by specific workflow conditions – meaning they fire only when something meaningful happens, to exactly the right people.

Four delivery types are available: In-App (appears under the bell icon with a configurable Redirect Page), Email (with CC and BCC support), SMS, and WhatsApp. Recipients can be individual users, a user role (for example, all admins), a specific team, or the contact’s Assigned User.

HighLevel automatically deduplicates recipients. If the same person appears in multiple recipient categories – for example, both as an individual user and as a member of a selected team – they receive only one notification, not multiple copies.

Two important limits to know: Internal Notifications are for team members inside HighLevel only, not for contacts or clients. The Assigned User recipient option only fires when a contact exists and has an assigned user with a valid phone number configured (for SMS delivery).

What You Can Do With Notification Settings

• Reduce notification overload for your team by enabling only the channels each person actually monitors – a team member who works entirely in the dashboard can disable email notifications entirely and rely only on In-App alerts, keeping their email inbox clear
• Alert the right team member instantly when a new lead arrives using the Internal Notification workflow action to send an SMS or In-App notification to the Assigned User as soon as a contact is added and tagged as a lead – no manual check of the CRM required
• Send appointment reminders and follow-ups automatically by configuring Reminder and Follow-Up notifications at the calendar level, so contacts receive a reminder before the appointment and a follow-up message afterward without any manual outreach from the team
• Route form submission alerts conditionally by using a Form Submitted workflow trigger combined with Internal Notification actions and If/Else branches – a high-value inquiry goes to the sales director via SMS, a general inquiry goes to the support queue via email
• Keep agency admins informed on snapshot deployments by configuring Snapshot Notification Preferences so the right admins receive an email when a snapshot push completes, including a count of successful and failed sub-accounts and a link to the push history
• Prevent missed conversations during off-hours by enabling Mobile App push notifications for conversations – team members receive a push notification on their phone when a new message arrives, even when they are away from a desktop browser
• Build accountability into the pipeline by adding Internal Notification actions to pipeline-stage-change workflows – when an opportunity moves to a high-value stage, an In-App notification fires to the sales manager with a Redirect Page link that takes them directly to the opportunity record

Key Definitions

Use Cases by Industry

Marketing Agencies

An agency runs a dozen client sub-accounts. Each account manager is added only to the sub-accounts they own.

In their Notification Settings, they enable In-App and Mobile App push for new conversations only in those sub-accounts. The agency director is added to all sub-accounts with Email-only notification for high-priority events like new review alerts, so they stay aware without being pulled into day-to-day chat activity.

Outcome: Every team member sees alerts only for the accounts and event types relevant to them. The director gets a high-level awareness feed without notification noise from daily conversations.

Home Services

A plumbing company uses HighLevel for appointment booking. Their calendar is configured with a Reminder notification 24 hours before each appointment (Email and SMS to the Contact) and a Follow-Up notification 2 hours after each completed appointment (SMS to the Contact with a link to leave a review).

The booking confirmation email fires automatically when the appointment status is set to Confirmed.

Outcome: Every customer receives automated pre-appointment and post-job communication with zero manual effort from the office team, and review request timing is consistent across every job.

Real Estate

A real estate team uses a Form Submitted workflow trigger to route inbound leads by property interest. If a lead submits a buyer inquiry form, an Internal Notification fires an SMS to the buyer’s agent team.

If a lead submits a seller inquiry form, an Internal Notification fires to the listing agent team. Both notifications include the contact’s name, phone, and a Redirect Page link to the contact record.

Outcome: Leads are routed to the right agent group in seconds, with the agent receiving a mobile notification they can act on immediately – no CRM login required to see the lead details.

E-Commerce

An online retailer uses HighLevel for customer follow-up workflows. When a contact’s pipeline opportunity moves to the “High Value” stage, an Internal Notification fires an In-App alert to the account manager and an Email with CC to the sales director.

The In-App notification Redirect Page links directly to the opportunity record. Both recipients receive only one notification each, even though the sales director is also part of the “All Admins” role recipient.

Outcome: High-value opportunities get immediate human attention from the right people at the right moment, with no duplicate alert noise from the deduplication system.

Coaching and Courses

An online coach delivers courses and community access through the HighLevel Client Portal. At the portal level, the coach configures email notifications for course enrollment, lesson completion, and community post engagement.

Individual members can customize their own email and push preferences through the Client Portal’s Manage Your Account settings, allowing each student to control their own notification experience without affecting others.

Outcome: Students stay engaged with course progress and community activity through their preferred channels, while the coach retains administrative control over which notification types are available.

Who Is This For?

How to Set Up Notification Settings in HighLevel

Step 1: Access Notification Settings in My Profile

Click Settings in the left-hand sidebar. Select My Profile.

Click the Notifications tab at the top. These settings only affect your own account – every user on your team needs to configure their own preferences separately.

Step 2: Choose Channels Per Event Type

For each notification type – conversations, tasks, appointments, reviews, assigned leads – select which delivery channels you want: In-App, Email, SMS, Mobile App, Desktop. You can enable multiple channels per type or turn off a channel entirely for events you do not want to be alerted about.

Click Save at the bottom right when finished. Changes will not take effect if you leave the page without saving.

Step 3: Verify Sub-Account Access

If a team member is not receiving notifications for a particular sub-account, the most common cause is missing access. In Agency View, go to Settings → Team, find the user, and click the pencil icon.

Under Roles and Permissions, check the assigned sub-accounts. Add the missing sub-account.

Use the Restrict Access toggle if this user should only see notifications from specific sub-accounts, not all accounts.

Step 4: Configure Calendar Notifications

Go to Calendar → Calendar Settings. Select the calendar.

Click the Notifications tab. For each of the six notification types, configure settings for each receiver type.

Set the delivery channel, customize the content or select a template, and for Reminders and Follow-Ups set the timing. Click Save after each calendar is configured.

Step 5: Set Up Form Notifications

Open the form editor for each form that requires submission alerts. Open the Form Notification sidebar.

Enter the email addresses that should receive alerts on submission. To send a confirmation back to the submitter, toggle Auto Responder on and complete the subject, reply-to email, and sender name fields.

Save the form.

Step 6: Add Internal Notification Actions to Workflows

In any workflow, click + to add an action. Search Internal Notification.

Select the notification type – In-App, Email, SMS, or WhatsApp. For In-App, set a Redirect Page so clicking the notification lands on the relevant record.

Choose recipients and write the title and message using dynamic custom values where appropriate. Save the action.

Step 7: Resolve Duplicate Notifications

If you are receiving duplicate alerts, go to My Profile → Notifications and check for overlapping triggers. For example, if “new message” and “message assigned to me” are both enabled on the same channel, an assigned conversation will fire both.

Disable the lower-priority option for that channel. For workflow Internal Notifications, deduplication is automatic.

Step 8: Configure Snapshot Notification Preferences (Admins)

In Agency View, go to Snapshots → My Snapshots. Click the three dots icon next to the snapshot.

Open the Notification Preference tab. Set whether the initiating user gets a confirmation email.

Add up to five additional Admin recipients. Save.

Repeat for each snapshot that needs its own notification configuration.

Step 9: Use the Notification Inbox

The bell icon in the top navigation opens your notification inbox. Click any notification to jump directly to the source.

Use Mark All as Read to clear the unread count. Use Clear All to remove all visible notifications – review the list first if any require action, since cleared notifications cannot be restored.

How It Connects to the Rest of HighLevel

• Workflow Builder and Automation Engine – the Internal Notification workflow action lives inside the Workflow Builder as a standard action type. Any workflow trigger – form submission, tag added, pipeline stage changed, appointment booked – can fire an Internal Notification to the right team member at the right moment, making team alerts a native part of every automation sequence.
• Appointment Reminders – calendar-level notification settings and the appointment reminder system overlap significantly. Reminder and Follow-Up notifications configured in Calendar Settings are the built-in mechanism for contact-facing appointment reminders. More complex or conditional reminder sequences can be built in the Workflow Builder using the Appointment Booked trigger and Communication actions.
• Conversation AI – conversation notifications (new message, new conversation) work alongside Conversation AI. When AI is handling inbound messages, team members can monitor the conversation via In-App or Mobile Push notifications and step in manually if the AI needs human support, without having to watch the conversations inbox continuously.
• Tag-Based Automation – a common pattern is to use a Tag Added trigger to fire an Internal Notification to a team member when a contact receives a high-priority tag. For example, when a contact is tagged “Hot Lead,” an In-App notification fires to the sales rep with a link directly to that contact’s record.
• Advanced Workflow Builder – in complex workflows built on the Advanced Builder canvas, Internal Notification actions can be positioned at specific branch endpoints to alert different team members based on workflow path outcomes – ensuring the right person is notified based on how a contact moved through the automation logic.

Common Questions

To Wrap It Up

The most common notification problem in HighLevel is not a technical one – it is a configuration one. Teams either leave everything on the default settings and get buried in alerts they stop reading, or they disable too much and miss leads.

Neither outcome is what the system was designed for.

The right approach is five minutes per team member at onboarding: set the channels per event type, verify sub-account access, and configure calendar notifications per calendar. After that, the Internal Notification workflow action takes care of everything that needs to be more precise than a blanket preference – routing specific events to specific people at specific moments.

1. Start with My Profile → Notifications and work through each event type – ask yourself which channel you actually check within five minutes for each event type before enabling it
2. If you manage a team, configure their sub-account access at the Agency level before expecting them to receive notifications – access must be granted before preferences can work
3. Check calendar notifications per calendar immediately after setup – they default to sending to everyone, which is usually not the right behavior for most teams
4. Use Internal Notification workflow actions for anything that needs conditional or role-based routing rather than trying to make My Profile preferences do that work
5. If duplicate notifications appear, go to My Profile → Notifications first – overlapping trigger settings are the most common cause and the fix is usually disabling one of the two conflicting options

A well-configured notification system means your team responds faster because alerts are meaningful – not because they are checking every channel constantly hoping not to miss something important.