If you’re tired of hearing “Oh, we missed that one” in your sales meetings, you’re not alone. Staying on top of every deal is tough, especially when your pipeline isn’t exactly small. If you’re using Momentum, there’s some good news: you can set up automated deal alerts so you never let an opportunity slip through the cracks again.
This guide is for sales teams, ops folks, and anyone who wants to stop babysitting their CRM and start getting real, actionable alerts that actually help—not just more noise in your inbox.
Why Automated Deal Alerts Matter (and What Most People Get Wrong)
Before we get into the nuts and bolts, let’s call out the obvious: more alerts do not mean more deals closed. Too many notifications, and you’ll start ignoring them like every other “urgent” Slack message. The trick is setting up useful alerts that tell you something you actually need to know, right when you need to know it.
Momentum’s automated alerts can keep your team on the same page, flag deals that need attention, and make sure nothing gets lost. But only if you set them up thoughtfully. Here’s how.
Step 1: Figure Out What You Actually Want to Be Alerted About
Don’t just turn on every alert because “why not?” That’s how you end up with alert fatigue. Instead, step back and ask:
- What do we usually miss? (e.g., deals stuck in a stage, stalled for too long, or missing next steps)
- Who needs to know? (Is this for reps, managers, or both?)
- When is an alert helpful vs. annoying?
Common triggers worth considering:
- Deal moves to/gets stuck in a specific stage (like “Negotiation”)
- No activity on a deal for X days
- Close date is approaching with no update
- Big deals (over a certain value) change hands or change status
- Next step or follow-up is overdue
Pro tip: Start with just one or two alert types. You can always add more later.
Step 2: Log Into Momentum and Find the Alerts/Automation Settings
This sounds obvious, but Momentum’s interface can be a little overwhelming if you haven’t poked around much. Here’s how to get to the right spot:
- Log in to Momentum.
- From the main dashboard, look for a sidebar or top navigation labeled “Automations” or “Workflows.”
- Click into the section for “Alerts,” “Notifications,” or “Rules.” (The exact naming might change, but it’s all in the automation area.)
If you can’t find it, try searching in the help docs, or ask your admin—sometimes access depends on your permissions.
Step 3: Choose (or Create) a Relevant Alert Template
Momentum usually offers a few pre-built templates for common use cases, like “Deal stuck in stage for 7 days” or “High-value deal closing this week.” If one fits your needs, start there. They’re customizable, so you don’t have to build from scratch.
If you want something more specific, you’ll probably need to:
- Click “Create new alert” or “Custom rule”
- Pick the pipeline or deal type you care about (don’t set alerts for every pipeline unless you have a small team)
- Define your trigger (e.g., “Deal in stage X for more than Y days”)
- Set conditions (like deal size, owner, or other fields)
What works: Templates save tons of time for common scenarios.
What doesn’t: Don’t get too clever—overly complex logic usually just breaks or gets ignored.
Step 4: Set Up Who Gets Notified (and How)
Here’s where most teams mess up. If everyone gets every alert, nobody actually pays attention. Momentum lets you pick:
- Who gets the alert? (Individual rep, manager, team channel)
- Where does it go? (Slack, email, in-app notification, or a combo)
Tips for keeping it sane:
- Only send critical alerts to group channels (like “Big deal pushed back”)
- Routine nudges (“Deal overdue for update”) should go to the deal owner directly
- Managers might want a daily/weekly digest instead of real-time pings
Don’t forget to test your alert to make sure it’s actually going where you think it is. Nothing’s more frustrating than setting up a bunch of rules and realizing they’re all landing in someone’s spam folder.
Step 5: Fine-Tune Timing and Frequency
Momentum usually lets you set how often alerts trigger. This matters a lot.
- Immediate: For high-stakes stuff (big deals, deals in final stages)
- Daily or weekly summary: For lower-priority nudges or manager overviews
- Set “cool-down” periods: So you’re not pinged 10 times for the same deal
What to ignore: Don’t bother with “every single update” alerts. You’ll train yourself to click “mark as read” without even looking.
Step 6: Test Your Alerts (Don’t Skip This)
Set up a test deal (fake data is fine) and walk it through the pipeline. Make sure triggers fire as expected and notifications show up for the right people, in the right place. It’s worth roping in a colleague to check on their end too.
If the alert’s too noisy or too quiet, tweak the conditions. It’s way easier to fix this before you roll it out to the entire team.
Step 7: Roll It Out to Your Team (and Actually Tell Them)
Once you’ve got alerts dialed in, let your team know:
- What new alerts are live
- What they mean (and what action’s expected)
- How to manage or mute notifications if needed
Otherwise, you’ll just get a bunch of “What’s this?” messages in Slack, and nobody will trust the alerts.
Step 8: Review and Adjust (Because Nothing’s Perfect Out of the Box)
After a week or two, check:
- Are people acting on alerts? Or just ignoring them?
- Any deals slipping through that should have triggered an alert?
- Are you getting too many false alarms?
Momentum usually gives you some analytics or at least lets you track alert history. Use that data. If most alerts aren’t helping, kill them or adjust the settings.
Pro tip: Ask your reps and managers what’s working. They’ll tell you if it’s just more noise.
What to Skip (and Why)
- Don’t try to automate every single thing. Not every deal needs an alert.
- Skip “FYI-only” alerts. If an alert doesn’t require action, it’s just inbox clutter.
- Don’t make rules so complicated you forget what they do. If you can’t explain it in one sentence, start over.
Real-World Examples That Actually Work
If you want a few ideas, here are some alert setups that tend to be genuinely useful:
- Deal inactivity alert: Notifies a rep and their manager if a deal hasn’t had an activity logged in 10 days.
- Stage stuck alert: Flags any deal in “Negotiation” for more than 5 days.
- Closing soon, no update: Pings the deal owner if the close date is within 3 days and last activity was over a week ago.
- Big deal change: Sends a Slack alert to the sales manager if any deal over $50k is pushed out or marked “Lost.”
Stick to the basics. If you nail these, you’ll cover 90% of what matters.
Keep It Simple — Then Iterate
Automated alerts in Momentum can be a real game changer, but only if you’re disciplined about what you set up. Start with a couple of high-impact alerts, see how your team responds, and tweak as you go. Fancy automation is useless if it just adds to the noise.
Don’t overthink it. Build, test, adjust, and stay focused on what actually helps your team close more deals—not just what looks cool in a dashboard.