So you’ve finally got traffic coming in, and Leadrebel is picking up companies who visit your site. But here’s the thing: leads go cold fast. If your team doesn’t pounce, someone else will. Automating lead notifications sounds simple, but a lot of folks botch it—either by flooding inboxes with noise, or by missing the leads that matter.
This guide is for sales managers, marketers, or anyone tired of their team sitting on gold and not knowing it. We’ll walk through how to set up automated lead notifications in Leadrebel, avoid the usual headaches, and actually get your team responding quicker—without making them hate their email.
1. Get Clear On What You Want To Be Notified About
Before you jump into settings, take a minute to figure out what you want from notifications. If you just turn everything on, your team will either ignore the flood or hit “unsubscribe” the first chance they get.
Ask yourself: - Who on your team actually needs to see new leads? (Sales? Marketing? Just you?) - What counts as a “good” lead? (Company size, industry, geo, repeated visits?) - How fast do you expect your team to respond? Minutes? Hours? Next day is usually too late.
Pro tip: Start small. It’s easier to loosen up filters later than to rebuild trust after you burn everyone out.
2. Set Up Your Leadrebel Account and Tracking
If you’re already running Leadrebel, skip ahead. Otherwise, here’s the quick setup:
- Install the tracking code on your website. Leadrebel gives you a snippet—just drop it into your site’s
<head>tag, or use their integrations for WordPress, Shopify, etc. - Verify that it works. Visit your site from another device or ask a friend to. You should see some data pop up in your Leadrebel dashboard within minutes.
- Let it run for a few days. This gives you enough data to see real leads, not just test visits.
Don’t overthink this part. The goal is to get data flowing so you can set up automations that make sense.
3. Fine-Tune Your Lead Filters in Leadrebel
Leadrebel identifies company visits, but not every company is worth your sales team’s time. This is where filters come in.
- Go to the “Leads” or “Companies” section in your Leadrebel dashboard.
- Set up filters for the types of companies you care about:
- Company size (number of employees)
- Industry or sector
- Country or region
- Frequency of visits (e.g., more than 1 visit in the last week)
- Any custom tags you’ve set up
Why bother with filters?
If you send every tiny business or student project to your sales team, they’ll tune out. Filters keep notifications focused on the stuff that’s actually worth chasing.
What NOT to do:
Don’t set your filters so tight you get zero leads, but don’t go so broad you’re pinging everyone about every random visitor. Start with your ideal customer profile and adjust as you go.
4. Set Up Lead Notification Rules
This is where the automation magic happens.
- Find the “Notifications” or “Automation” section in the Leadrebel settings.
- Choose your trigger: Typically, this is when a company matching your filters visits the site.
- Set your notification channels:
- Email: Good for most teams, but be specific about who gets what.
- Slack/Microsoft Teams: If your team actually lives there, this can be faster than email.
- CRM Integration: Push leads directly into your CRM if you want sales to work them right away.
Keep in mind: - Don’t CC the whole team “just in case.” Assign leads or rotate who gets notified. - Consider time of day. Blasting out notifications at 2am won’t help anyone. - If your tool offers digest emails (e.g., a daily summary), try that first. Real-time is great—but only if you have someone ready to respond.
Pro tip:
Test with your own email first before rolling out to the team. You’ll catch weird formatting, duplicate alerts, or other annoyances before they annoy everyone else.
5. Customize the Notification Content
Most tools, including Leadrebel, let you tweak what goes into a notification email or message. Make it useful, not just a “hey, someone visited!” alert.
Include these basics: - Company name and website - Visit time and pages viewed - Any matched filters (e.g., “300+ employees, SaaS industry”) - Contact info if available (some reverse lookup tools will guess email/phone)
Optional, but helpful: - Link to the lead in your Leadrebel dashboard for quick follow-up - Quick notes or playbooks (“If this is a US-based SaaS, send template A”)
What to skip:
Don’t overload with every possible data point. If your team has to scroll through a wall of text, they’ll miss what matters.
6. Test Your Notification Workflow
It’s tempting to set and forget, but you’ll save a lot of headaches if you run a few dry runs.
- Trigger a notification using a test company or visit.
- Make sure all recipients get the alert, in the right format, at the right time.
- Ask your team: “Does this give you what you need to take action, or does it just create noise?”
Tweak as needed. This is the step most people skip, and then they wonder why nobody responds to leads.
7. Train Your Team—Briefly
Nobody needs a 30-minute slideshow, but a quick Slack message or 5-minute huddle goes a long way.
- Show what a real notification looks like.
- Clarify who’s expected to respond, and how.
- Set ground rules: Don’t forward everything. Don’t reply-all. Mark leads as “in progress” so others know what’s happening.
Pro tip:
If you use a CRM, show how to link the Leadrebel lead to a new or existing record. The less friction, the more likely people will actually use it.
8. Review and Adjust (Don’t Just “Set and Forget”)
Automations are only as good as the results they get you. Every few weeks, check:
- Are notifications helping your team respond faster?
- Are you getting too many (or too few) alerts?
- Is anyone actually following up on the leads you’re surfacing?
If the answer is “meh,” tweak your filters or notification rules. Sometimes less is more—a handful of high-quality leads is better than an inbox firehose.
What Works, What Doesn’t, and What to Ignore
What works: - Tight filters based on your real customer profile - Assigning specific people to specific leads or territories - Digest notifications if your team hates real-time pings
What doesn’t: - “Spray and pray” alerts to everyone, all the time - Unqualified leads (students, bots, tiny businesses) clogging up your system - Complex workflows that require too many manual steps
What to ignore: - Fancy integrations you’ll never use. Start with email or Slack. Expand later if you actually need it. - Over-customizing notifications with tons of fields nobody reads.
Keep It Simple, Iterate Often
Automating lead notifications can make your team faster—if you keep things simple and stay focused on what actually helps. Start with the basics, get feedback from your team, and tweak as you go. Don’t chase every shiny feature. The real win is getting hot leads into the right hands, fast—without drowning in noise.