Are you tired of missing out on the moment a prospect finally opens your email, clicks your link, or visits your site? If you’re using Ctd and you want to actually know—right now—when a lead is interested, this guide is for you. We’ll walk through how to set up real-time notifications for prospect engagement, what’s worth your time, and what’s just noise.
This isn’t a fluffy overview. You’ll get step-by-step instructions, practical tips, and honest advice on what actually works (and what’s likely to drive you nuts).
Why real-time notifications matter (and when they don’t)
For most sales and business dev folks, timing matters. If you can reply when a prospect is actually thinking about you, your chances go up. Real-time notifications help you:
- Jump on hot leads while they’re still interested
- Prioritize follow-ups (without guessing)
- Track which messages or assets actually get engagement
But here’s the flip side: too many notifications, or the wrong ones, turn your phone into a distraction machine. Not every click or open is worth dropping what you’re doing. The trick is getting just the right signals, not all the noise.
Step 1: Decide what engagement really matters
Before you touch a settings menu, get clear on what “engagement” actually means for your workflow. Common triggers include:
- Email opens: Did they open your email? This is the easiest to set up, but also the noisiest. (People open by accident, or their spam filter “opens” for them.)
- Link clicks: More meaningful. If they clicked your calendar link or a proposal, that’s interest.
- Attachment views/downloads: If you send a deck or a contract—did they look?
- Site visits: If you send a tracked link to a landing page, did they visit? Did they come back more than once?
Pro tip: Don’t try to track everything. Pick 1–2 signals that actually mean “I should do something now.” For most, that’s link clicks or repeated site visits.
Step 2: Check your Ctd subscription and permissions
Not every Ctd plan includes real-time notifications or advanced engagement tracking. Here’s what to check before you waste time:
- Plan level: Some features are only on paid or “Pro” plans.
- Integrations: If you want push notifications on your phone or Slack, make sure integrations are enabled.
- User permissions: If you’re in a bigger org, you might need admin access to adjust notification rules.
If you’re unsure, look for a “Features” or “Billing” section in your Ctd dashboard, or ask whoever controls your account. Don’t spend 45 minutes setting up only to hit a paywall.
Step 3: Enable tracking on your assets
You can’t get notified about engagement if you’re not tracking it. Here’s how to make sure Ctd is watching the right stuff:
For emails
- Use Ctd’s email composer or plugin: Most tracking relies on sending from within Ctd or via their Gmail/Outlook add-on. Sending directly from your regular inbox without the plugin? No dice.
- Turn on email tracking: There should be a toggle or checkbox before you hit send.
- Check privacy notices: Some prospects block tracking pixels. Don’t expect 100% accuracy, especially with email opens.
For links and files
- Generate tracked links: Use Ctd’s link shortener or “create tracked link” feature. Don’t just copy-paste a raw URL.
- Upload files through Ctd: If you want to know if someone opened your deck, upload it to Ctd and send the tracked link.
- Test it yourself: Email yourself, click the link, and see if the activity logs and notifications work. Better to catch issues now than with a real prospect.
Ignore: Overly complicated link tagging, UTM parameters for simple 1:1 sales emails, or trying to track every single asset.
Step 4: Set up your real-time notifications
This is where you actually tell Ctd, “Hey, let me know when something happens.” Here’s how to do it without drowning in alerts.
1. Find the Notifications section
Usually, there’s a bell icon, or a “Notifications” tab in your account or profile settings. If you can’t find it, search Ctd’s Help Center for “notifications.”
2. Choose your channels
Decide how you want to be notified:
- Email: Good for daily digests or non-urgent signals.
- Push (mobile app): Fastest, but can be distracting.
- Desktop/browser: Useful if you’re at your computer all day.
- Slack or Teams: If your team lives in chat, this might be best.
You don’t need all of these. Pick the one you actually check.
3. Select your triggers
Here’s where it’s easy to go overboard. The key choices usually include:
- Email opened
- Link clicked
- File viewed/downloaded
- Page viewed (if using tracked landing pages)
Best practice: Start with just link clicks or high-intent actions. Email opens are too noisy for most people, and you’ll quickly get numb to the alerts.
4. Set up notification rules or filters
Some Ctd setups let you get granular:
- Only notify for specific campaigns or contacts
- Only alert during work hours
- Batch notifications instead of instant (less interruptive)
If you get overwhelmed, tighten your rules. If you’re missing important stuff, loosen them up.
Step 5: Test your setup (and actually check your notifications)
Don’t assume it works—test it. Here’s a quick sanity check:
- Send a test email to yourself with a tracked link or file.
- Open it, click around, download the file.
- Did you get a notification where you expected? Did it show the right info? Was it fast—within a minute or two?
If things don’t work:
- Double-check you sent from within Ctd (not just your inbox)
- Make sure tracking was enabled
- Confirm notification settings are active
- Check spam/junk folders or app permissions
Pro tip: If you’re on a team, run the test with a coworker so you can see how notifications behave for different users.
Step 6: Tune your notifications over time
Here’s the honest part: Your first setup won’t be perfect. You’ll probably get too many (or too few) pings. That’s normal.
- If you get too many: Tighten your filters. Turn off email opens, or only alert for VIP prospects.
- If you miss important stuff: Broaden your triggers, or try a different channel.
- If you’re annoyed by timing: Switch to daily summaries or only alert during work hours.
Don’t be afraid to experiment. The goal is to catch real opportunities—not to live in a permanent state of notification anxiety.
What to skip (unless you really need it)
A few features sound cool but rarely add value for most solo sales folks or small teams:
- All-email opens: Unless you’re running a mass campaign, it’s just noise.
- Every page view: Nobody needs a ping for every click.
- Social media engagement: Ctd is built for prospecting, not brand monitoring.
Focus on what moves the needle. Ignore the rest.
Troubleshooting common notification headaches
- Notifications are delayed: Could be a server lag or your phone’s battery optimization settings. Try another channel (like Slack) or check Ctd’s status page.
- Nothing’s coming through: Double-check permissions, integrations, and that you’re actually tracking the right assets.
- Prospects say they never got your file: Some security filters block tracked links or attachments. Have a backup plan (like sharing via Dropbox or Google Drive) if it’s mission-critical.
Keep it simple, and iterate
Setting up real-time notifications in Ctd isn’t hard, but it’s easy to overcomplicate or overdo. Start with just one or two high-value engagement signals. Pick the notification channel you actually use. Test it, tweak it, and keep it lean. Your goal isn’t to chase every open—it’s to spot real interest and act fast, without losing your mind.
And remember: notifications are there to help you work smarter, not to run your day. If they’re not making you more effective, dial them back until they do.