How to set up real time notifications for lead activity in Leadmagic

If you care about catching hot leads before they go cold, real-time notifications are a must. This guide is for anyone who wants their sales or marketing team to know the moment a lead does something important—without getting buried in noise or missing real opportunities. Whether you’re new to Leadmagic or just want to use it better, this walkthrough will help you set up instant alerts that actually work.

No fluff, no jargon—just real steps, honest advice, and a few hard truths about what actually helps you close more deals.

Why Real-Time Notifications Matter (and When They're Useless)

Let’s be clear: real-time notifications can give you an edge. The faster you know what your leads are doing, the faster you can follow up—sometimes that’s the difference between a closed deal and a missed one.

But here’s the thing: if you set up notifications for every little thing, you’ll drown in alerts and end up ignoring all of them. The trick is knowing what matters enough to interrupt you or your team. This guide will show you how to set things up without losing your sanity.

Step 1: Know What You Actually Want to Be Notified About

Before you touch a setting, decide what activity is actually worth your attention. Here are some common examples, but don’t just copy these—think about your own sales process:

  • High-Intent Actions: Demo requests, pricing page views, trial sign-ups.
  • Key Account Visits: When a company you’ve been targeting comes back to your site.
  • Repeat Engagement: A lead who’s gone quiet suddenly returns.
  • Form Submissions: Whitepapers, contact forms, or other conversions.

Skip: Alerts for every page view, every email opened, or every tiny action. That’s just noise.

Pro Tip: Talk to your sales team. Ask, “What’s the one thing you wish you knew about leads, right as it happens?” Start there.

Step 2: Set Up Your Leadmagic Account (Skip if You’re Already In)

If you haven’t set up your Leadmagic account yet, you’ll need to do that first. I won’t waste your time with a signup walkthrough—you’ve done this before. Just remember:

  • Use a work email so you get access to all features.
  • Make sure you’ve got permissions to connect integrations (like Slack or email).

If you’re already in, move on.

Step 3: Install the Tracking Script (Do Not Skip)

Leadmagic can’t notify you about website activity until it’s actually tracking visitors. Here’s how to make sure that’s working:

  1. Grab Your Unique Script:
    In Leadmagic, go to your settings or onboarding dashboard. Copy the JavaScript tracking snippet.

  2. Add to Your Site:

  3. Paste it right before the </head> tag on every page you want to track.
  4. If you’re using WordPress, most theme builders have a “Header Scripts” area.

  5. On platforms like Webflow, Squarespace, or Shopify, look for a “Custom Code” or “Tracking” section.

  6. Test It:

  7. Visit your site in an incognito window.
  8. Check Leadmagic’s dashboard for new activity—if you don’t see your visit, something’s off.

Don’t skip this. If the script isn’t firing, you won’t get any notifications—no matter what you set up later.

Step 4: Define Your Notification Triggers

This is where you decide what actually sets off a real-time alert. Most folks go wrong here by trying to track everything. Instead, set up tight, specific triggers:

  1. Go to the Notifications or Alerts Section:
    Usually found under “Settings” or “Integrations.”

  2. Create a New Notification Rule:

  3. Choose the Activity: Pick from actions like “Visited Pricing Page,” “Submitted Demo Form,” or “Returned After 30 Days.”
  4. Add Filters: You can narrow it down by company size, lead score, location, or source.
    Example: Only notify when someone from a Fortune 500 company views the demo page.

  5. Set Frequency:

    • “Instant” (real-time) is good for high-priority actions.
    • Use daily digests for lower-priority stuff so you don’t get alert fatigue.

  6. Name Your Rule:
    Something like “Hot Lead - Demo Request” so you know what it is at a glance.

What to Ignore:
Don’t set up notifications for: - Every single website visit (you’ll just get annoyed) - Email opens (too unreliable—lots of false positives) - Activity from known bots or your own team’s IPs

Step 5: Choose How You Want to Get Notified

The best notification is the one you’ll actually see and act on. Leadmagic supports a few options:

  • Email: Good for individual follow-ups, but can get lost if your inbox is a mess.
  • Slack: Great for teams—set notifications to a specific channel so everyone’s in the loop.
  • In-app: Nice for when you’re logged into Leadmagic, but less useful if you aren’t.
  • Webhooks or Integrations: For advanced users who want to kick off automations (like sending a lead to your CRM or triggering a Zapier workflow).

How to set it: - In the notification rule, select your preferred delivery method. - For Slack, you’ll need to connect your workspace and pick a channel. - For email, double-check it’s going to the right address—ideally a team alias, not just one person.

Pro Tip:
If you’re on a small team, start with Slack. It’s real-time, hard to miss, and you can @mention the right person fast.

Step 6: Test Your Notifications (Seriously, Don’t Skip This)

Set up a test lead or use your own email to trigger the notifications you’ve just created. Here’s what to do:

  1. Fill out a form or visit the page you’re tracking.
  2. Wait for the notification—should be instant if you set it that way.
  3. Check all channels (email, Slack, etc.) to make sure it came through.
  4. If you don’t get it, double-check:
  5. The tracking script is firing
  6. The notification trigger matches what you just did
  7. You’re not filtering yourself out (e.g., by IP or email domain)

Don’t move on until it works. Otherwise, you’ll miss real leads later.

Step 7: Tweak, Don’t Overcomplicate

After a week, look at what’s coming in. Are you getting too many alerts? Missing key actions? Here’s what to do:

  • Too Much Noise: Tighten your filters or lower frequency.
  • Not Enough Alerts: Loosen filters or add more triggers.
  • People Ignoring Alerts: Ask why. Most of the time, it’s either there’s too much noise, or the notifications aren’t showing up where people actually look.

What to Ignore:
You don’t need to integrate with every tool under the sun on day one. Start simple. Add complexity only when basic alerts are working and actually helping.

Common Pitfalls and How to Avoid Them

  • Alert Fatigue: If you or your team start ignoring notifications, you’ve lost the whole point. Less is more.
  • Poor Data Quality: If your tracking script isn’t on every page, or you’re getting a bunch of bot traffic, your alerts will be garbage.
  • Over-reliance on Email Alerts: Email is slow, easy to miss, and most people already get too much. Use Slack or a chat tool if you can.
  • No Feedback Loop: Check in with the team—are the alerts useful? Tweak as needed.

Wrapping Up: Keep It Simple, Iterate Often

Setting up real-time lead notifications in Leadmagic isn’t rocket science, but it does take a little discipline. Focus on what matters, ignore the noisy stuff, and test everything before you roll it out to your team. Most importantly, don’t try to build the perfect system on day one. Set up one or two high-value alerts, see how they work, and adjust.

The goal here isn’t to be “real-time” for the sake of it—it’s to actually catch and act on leads that can move your business forward. Keep it simple, stay skeptical of every new “must-have” alert, and you’ll end up with a workflow that actually helps, not hinders.

Now get your alerts set up, and go close something.