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  "description": "If you run an agency or you are managing a sales or SaaS operation, you already know the real problem is not getting leads. It is making sure the right person follows up fast.\n\n\n\n\nThe Complete Operating System for Growth\n\nJoin over 60,000+ agencies and businesses using HighLevel to capture more leads and close more deals. Start your trial today and get instant access to the Nexus Hub resources.\n\nClaim Your Free Trial & Bonuses\n\n\n\nHighLevel internal notifications are built for exactly that. Insid",
  "path": "/highlevel-internal-notifications-workflows-sms-email-in-app-whatsapp/",
  "publishedAt": "2026-05-14T04:34:44.000Z",
  "site": "https://nexushub.club",
  "tags": [
    "Claim Your Free Trial & Bonuses"
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  "textContent": "If you run an agency or you are managing a sales or SaaS operation, you already know the real problem is not getting leads. It is making sure the right person follows up fast.\n\n### The Complete Operating System for Growth\n\nJoin over 60,000+ agencies and businesses using HighLevel to capture more leads and close more deals. Start your trial today and get instant access to the Nexus Hub resources.\n\nClaim Your Free Trial & Bonuses\n\nHighLevel internal notifications are built for exactly that. Inside HighLevel workflows and automations, you can notify your team members when something important happens, such as:\n\n  * A form gets submitted (webinar form, application form, lead capture form)\n  * Someone opts into a webinar\n  * A checkout is abandoned or completed\n  * A team member needs to act immediately after a trigger\n\n\n\nAnd you can deliver those notifications through multiple channels: **SMS** , **Email** , **in-app notifications** (desktop and mobile push via the Lead Connector app), and **WhatsApp**.\n\nBelow is a practical, step-by-step guide to setting up internal notifications action(s) in HighLevel workflows, including templates/snippets, custom values, attachments, testing, and the limits you should know before you scale.\n\n## 1) Choose the workflow and set a trigger\n\nStart by going into your HighLevel account and navigating to:\n\n  * **Automations** (left)\n  * **Workflows** (top)\n\n\n\nSelect the workflow you want to work with, then set the **trigger**. This is the event that starts everything.\n\nExamples of triggers that fit internal notifications well:\n\n  * **Form submitted**\n  * **Webinar form submitted**\n  * **Opt-in event**\n\n\n\nIn the example setup, the trigger is **Form submitted** for a webinar form. Once the webinar form gets submitted, the workflow continues to the next steps.\n\n## 2) Add a wait step before notifying (when timing matters)\n\nMost follow-up is not instant. A sales team might need 60 minutes or 90 minutes depending on how long the webinar runs.\n\nSo after selecting the trigger, add a **Wait** step. Then configure your timing based on your process.\n\nThis makes the internal notification feel purposeful, not spammy. It also gives your team a clear moment to act.\n\n## 3) Create an SMS internal notification (using templates, AI, and custom values)\n\nAfter the wait step, add a new action:\n\n  * Click **Plus**\n  * Search for **Notifications**\n  * Choose **Internal notifications** under communications\n\n\n\nYou can rename the action to keep things organized. For example, rename it to **SMS notification**.\n\n### Select SMS channel and recipient type\n\nWithin the internal notification action, choose **SMS**. Then set:\n\n  * **User type** : who receives the SMS\n\n\n\nYour recipient options include:\n\n  * **All the users** in the account\n  * **Assigned user**\n  * **Custom number**\n  * **Particular user**\n\n\n\nIn the example, the recipient is a **particular user** (for example, a sales agent you want to notify).\n\n### Use a snippet (template) or build a custom message\n\nFor SMS, HighLevel messages are often managed as `snippets`. A snippet can be pulled into the SMS notification builder.\n\nYou can also write the message directly. In the example, the setup uses **no template** and creates the message on the fly.\n\nWhen building the SMS message, you have two approaches:\n\n  * **Use AI** to draft the message\n  * **Write your own text**\n\n\n\nThe example keeps the tone **casual** and prompts an AI draft like:\n\n**“Write an SMS to our salesperson. He shall follow up on our new leads that came in for the webinar.”**\n\nAfter you generate, the builder can insert **custom values** automatically, such as:\n\n  * **Contact first name**\n  * **Contact full name**\n  * Other fields available from your workflow context\n\n\n\nFor example, the SMS might start with “Hi [First Name]” and then clearly request follow-up quickly, including an urgency line like following up today.\n\n### Add attachments or an image URL (optional)\n\nSMS, Email, and WhatsApp notifications can optionally include:\n\n  * **Attachments** (images/files)\n  * **Direct URLs** to content in your media library\n  * **Custom-value-based assets** if you store image references in custom values\n\n\n\nIf you attach an image, it will be included with the internal notification that goes out to the selected user.\n\n### Test the SMS and save\n\nBefore saving the action, test it:\n\n  * Enter your phone number\n  * Click **Send test SMS**\n  * Confirm the message renders how you expect\n\n\n\nOnce the message looks right, hit **Save action**.\n\n## 4) Add an Email internal notification (from name, from email, subject, and recipients)\n\nNow add another notification action for email. Again:\n\n  * Click **Plus**\n  * Search **Internal notifications**\n\n\n\nRename it to something like **Email notification** so the workflow stays readable.\n\n### Set the email channel fields\n\nChoose **Email** as the notification type. Configure:\n\n  * **From name** : your name or company name\n  * **From email** : best practice is using your sending domain\n\n\n\nIn the example, the **From email** is pulled from a **custom value** named something like **sending email** , which corresponds to the sending subdomain stored under email services.\n\nTo confirm that value exists, open **Custom values** in the left navigation and look for the key used by the workflow.\n\n### Choose who receives it\n\nEmail recipient selection works similarly to SMS:\n\n  * All users\n  * Assigned user\n  * Specific user\n  * Custom email\n\n\n\nThe example uses **All users** for email, but you can change it to better match your sales process.\n\n### Optional CC/BCC\n\nIf you want yourself or another manager included, use:\n\n  * **CC**\n  * **BCC**\n\n\n\nNote: CC/BCC is only available for email, not SMS, WhatsApp, or in-app notifications.\n\n### Add a subject line (important)\n\nYour email notification typically includes:\n\n### The Complete Operating System for Growth\n\nJoin over 60,000+ agencies and businesses using HighLevel to capture more leads and close more deals. Start your trial today and get instant access to the Nexus Hub resources.\n\nClaim Your Free Trial & Bonuses\n\n  * **Subject**\n  * **Message content**\n\n\n\nAn easy mistake is forgetting the subject. If it does not save, scroll up and verify you included a subject line.\n\n### Build the message with custom values\n\nLike SMS, you can select a template or write your own. In the example, the setup chooses **none** (no template) and writes directly.\n\nThe email can pull in fields related to the lead or contact created by the trigger:\n\n  * Username or first name\n  * Contact full name\n  * Contact email\n  * Contact phone number\n\n\n\nThen add any attachments or images if desired, and send yourself a test email before saving.\n\n## 5) Add in-app notifications (orange bell and mobile pop-ups)\n\nInternal notifications are not just messages. HighLevel also supports **in-app notifications** so your team can see what needs attention instantly.\n\nWhen you create an in-app notification action, you can configure it so it appears:\n\n  * Under the **orange bell icon** in the account header\n  * As a **pop-up** notification in the **Lead Connector app**\n\n\n\n### Configure title, content, and redirect\n\nAs with SMS and email, set your notification title and message. Then set:\n\n  * **Custom values** for the user to call, including phone number or email\n  * **Trigger links** (optional)\n  * **Redirect page** (very useful)\n\n\n\nThe redirect page controls where the user lands when they click the notification. In the example, the redirect page sends them directly to **opportunities** , since the sales agent needs to take action in the pipeline.\n\n### Choose the recipient rules\n\nFor in-app notifications, you can also pick user type. The example uses:\n\n  * **User assigned to the contact**\n\n\n\nThat makes the notification feel “personal” and reduces confusion for large teams.\n\n## 6) Add WhatsApp internal notifications (with Meta-approved templates)\n\nWhatsApp notifications can be extremely effective for sales follow-up, but they depend on templates being configured and approved.\n\nTo add WhatsApp notifications in a workflow:\n\n  * Add another **Internal notifications** action\n  * Select **WhatsApp**\n  * Rename the step (for example, **WhatsApp**)\n\n\n\n### Pick recipient type\n\nFor WhatsApp, choose who should receive the message based on user type, such as:\n\n  * Assigned user\n  * Particular user\n  * All users (depending on configuration)\n\n\n\nThe example selects **assigned user**.\n\n### Select a WhatsApp template\n\nWhatsApp messages require a template. Templates are managed under:\n\n  * **Settings** (left)\n  * **WhatsApp**\n  * **Templates**\n\n\n\nOnce Meta approves the templates, they appear inside the workflow’s WhatsApp notification builder.\n\nYou then use that template and fill in the content, such as follow-up instructions and a clear call to action.\n\n## 7) Know the limits and best practices before scaling\n\nInternal notifications are powerful, but there are system limits. Here are the key constraints to plan for:\n\n  * **Per-user limit** : By default, users can receive up to **500 notifications every five minutes**.\n  * **Bulk behavior** : If a workflow triggers bulk notifications that exceed the threshold, additional messages are **queued**.\n  * **Queue outcome** : Depending on system load, queued notifications may be delivered later once the system resets, or they may drop completely if the workflow conditions expire.\n\n\n\n### Channel prerequisites (misconfiguration skips notifications)\n\nNotifications only send successfully if the channel is properly connected:\n\n  * If WhatsApp is not connected/activated correctly, WhatsApp notifications will not go through.\n  * If email is not connected/activated correctly, email notifications will not go through.\n\n\n\nImportant detail: this does not stop the rest of the workflow actions. If a notification channel fails, the system will effectively **skip internal notifications** for that channel and continue with subsequent steps.\n\n### Who internal notifications can reach\n\nInternal notifications work for **users within the HighLevel system**. They will not send to external contacts saved under the **Contacts** tab unless those contacts are also set up as actual system users.\n\n### Attachments and storage limits\n\nAttachments on SMS, email, and WhatsApp count toward:\n\n  * **Account file storage**\n  * **Channel message size constraints** (depending on delivery rules)\n\n\n\nSMS carriers enforce file size restrictions, so oversized attachments may prevent delivery. Keep attachments optimized.\n\n## 8) Practical implementation tip: build for clarity and speed\n\nWhen you configure internal notifications in HighLevel workflows, the goal is a fast, clear action for your team member.\n\nThat is why these details matter:\n\n  * **Use a wait** so notifications align with webinar runtime or sales windows.\n  * **Include custom values** like first name, contact email, and phone number.\n  * **Send test messages** before going live.\n  * **Redirect in-app notifications** to the relevant CRM area (like opportunities) so the salesperson can act immediately.\n  * **Use approved WhatsApp templates** so you are not blocked by Meta requirements.\n\n\n\nIf you are scaling an agency, this setup becomes part of your repeatable system. It helps you standardize follow-up timing, reduce dropped leads, and keep team members focused.\n\nTo support more agency systems and automation patterns, consider taking advantage of HighLevel’s community resources, including the **Nexus Hub** for templates, implementation support, and workflow ideas that map to real-world sales processes.\n\n## FAQ\n\n### What are internal notifications in HighLevel workflows?\n\nInternal notifications are workflow actions that alert HighLevel system users when specific triggers happen. You can send those alerts via SMS, email, in-app (desktop and mobile push), or WhatsApp.\n\n### Which triggers are best for internal notifications?\n\nTriggers like form submitted, webinar opt-in, checkout events, or application submissions work well, especially when you want immediate follow-up from a sales agent or team member after an event.\n\n### Can I use templates for SMS and email notifications?\n\nYes. SMS templates are managed as snippets in the SMS area, and email can use templates as well. You can also choose “none” and write your message directly inside the notification action.\n\n### Do WhatsApp notifications require a template?\n\nYes. WhatsApp notifications in HighLevel use templates managed under Settings > WhatsApp > Templates. Templates must be approved by Meta before they appear and can be used in workflows.\n\n### What happens if email or WhatsApp is not configured correctly?\n\nIf a notification channel is not properly connected, that specific notification channel will be skipped. Importantly, the workflow continues with its next actions, so other parts of your automation still run.\n\n### Are there notification limits?\n\nYes. By default, a user can receive up to 500 notifications every five minutes. In bulk scenarios that exceed the threshold, additional messages may be queued and delivered later depending on system load, or dropped if conditions expire.\n\n### Do CC and BCC work for SMS or WhatsApp notifications?\n\nNo. CC and BCC are only available for email notifications, not for SMS, WhatsApp, or in-app notifications.\n\n### Will internal notifications send to contacts stored in the Contacts tab?\n\nInternal notifications are designed for users inside the HighLevel system. They will not send to Contacts-tab entries unless those contacts are also set up as users.\n\n### The Complete Operating System for Growth\n\nJoin over 60,000+ agencies and businesses using HighLevel to capture more leads and close more deals. Start your trial today and get instant access to the Nexus Hub resources.\n\nClaim Your Free Trial & Bonuses",
  "title": "How To Set Up Internal Notifications in HighLevel Workflows (SMS, Email, In-App, WhatsApp)",
  "updatedAt": "2026-05-14T04:34:45.304Z"
}