How to set up real time notifications in Refer for new B2B referrals

If you're running a B2B referral program, you want to know the second a new lead comes in—not four hours later, buried under a pile of emails. This guide is for folks who use Refer and just want real-time notifications that actually work, without fussing with a bunch of half-baked integrations or “AI” promises. I'll walk you through the best (and simplest) ways to get those alerts, point out what you can skip, and save you a few headaches along the way.

Why Real-Time Notifications Matter (And Where They Go Wrong)

Here’s the deal: referrals are time-sensitive. If you take too long to follow up, you lose the lead. But a lot of systems promise “real-time” and deliver anything but. Sometimes you’ll get a daily summary, or worse, a notification that gets lost in your spam folder.

What you really want:

  • Instant alerts—not batch dumps.
  • Delivered where you actually work—Slack, Teams, SMS, or a reliable email (not some dusty inbox).
  • Not a firehose—just the alerts that matter, not every single activity.

Let’s break down how to get this working in Refer, step by step.

Step 1: Know Your Notification Options in Refer

Before you start clicking around, get clear on what Refer actually offers for notifications. As of now, you’ll usually see:

  • Email notifications: The default. Good for some, but easy to miss.
  • Slack integration: Get pings in a Slack channel.
  • Webhooks: For automation nerds—send data anywhere you want.
  • Zapier/Make.com: If you want to glue Refer to other tools without coding.
  • SMS (sometimes): Some plans or regions support this, but it’s not universal.

What actually works?
- Slack and webhooks are the most reliable for real real-time.
- Email is fine as a backup, but don’t bet your pipeline on it.
- Zapier is great if you need something custom, but can be slow or flaky for instant alerts (depends on your plan and Zapier’s polling limits).

Step 2: Decide Where You Want Notifications

Don’t set up everything at once. Pick one or two channels you and your team actually check. Some options:

  • Slack: If your team lives in Slack, use this.
  • Microsoft Teams: You’ll need to use webhooks or Zapier here.
  • SMS: Good if you need to know immediately, but can get noisy.
  • Email: Use as a fallback, not your main channel.

Pro tip:
Don't try to notify your entire team for every referral. Set up alerts for the person who actually needs to follow up, or a dedicated channel everyone checks.

Step 3: Set Up Slack Notifications

If you’re using Slack, this is usually the smoothest route.

  1. Go to Refer’s Integrations or Notifications Settings
    Find the section labeled “Integrations” or “Notifications” in your Refer dashboard.

  2. Find the Slack Integration Option
    Look for “Connect Slack” or “Add to Slack.” Click it.

  3. Authorize Refer in Slack
    You’ll be asked to pick a workspace and a channel. Don’t overthink it—choose a channel your sales or partnerships team already uses.

  4. Configure Notification Triggers
    Most setups let you pick which events trigger notifications. For new B2B referrals, select “New Referral Submitted” (or similar).

  5. Test It
    Submit a test referral and see if it pops up in Slack. If not, double-check permissions and channel selection.

What to watch out for:
- Don’t send every activity to Slack or you’ll train your team to ignore the channel. - If the integration is buggy or duplicates messages, reconnect it or check for updates—sometimes Slack permissions get out of sync.

Step 4: Set Up Webhooks (For Power Users)

Webhooks are the way to go if you want total control—like sending notifications to Teams, SMS, or your own custom tool.

  1. Find Webhook Settings in Refer
    In your Refer dashboard, look for “Webhooks” or “API Integrations.”

  2. Create a New Webhook
    Give it a name like “New B2B Referral Notification.”

  3. Set the Trigger
    Choose the event: “New Referral” or the closest match.

  4. Enter the Webhook URL
    This is where Refer will send the data. For example:

  5. Microsoft Teams: Use an Incoming Webhook URL from Teams.
  6. SMS: Point it to a service like Twilio or MessageBird.

  7. Custom: Your app or middleware endpoint.

  8. Test and Monitor
    Always test with a real referral. Watch for failed requests or data mismatches.

What to ignore:
- Don’t bother with webhooks if you just want Slack or basic email—it’s more setup than you need. - If you’re not comfortable with APIs and endpoints, stick with Slack or Zapier.

Step 5: Automate with Zapier or Make.com (If You Need Flexibility)

If you want to send notifications to a weird tool, or do multi-step automations (like adding leads to a CRM and notifying someone), use Zapier or Make.com.

  1. Connect Refer to Zapier
    In Refer, look for the Zapier integration. Connect your account.

  2. Create a New Zap

  3. Trigger: “New Referral” in Refer.

  4. Action: “Send Slack Message,” “Send SMS,” “Create Task,” etc.

  5. Fine-Tune Filters
    Use filters so you only get notified for B2B referrals (if you’re also running B2C or partner programs).

  6. Test Your Zap
    Run a test to make sure it fires instantly. Keep in mind Zapier’s polling can add a delay unless you’re on a paid plan.

Heads up:
- Zapier is dead simple but not always instant. Make.com can be faster but is more complex. - If you’re sending SMS, watch your costs. SMS charges can add up fast.

Step 6: Tune and Triage Your Notifications

The most common mistake? Setting up notifications, then drowning in noise. Here’s how to keep things sane:

  • Use filters or conditions in your integrations to only get alerts for the stuff that matters (e.g., only qualified B2B leads).
  • Route to the right people—don’t blast everyone.
  • Review notification settings monthly. What felt urgent last month may be spam today.
  • Set up “quiet hours” if your tool supports it—nobody needs a 3AM ping.

Pro tip:
If someone starts ignoring the notifications, find out why and fix the root cause. Too many alerts = tuned out team.

Step 7: Have a Backup Plan

Even the best integrations can break. Make sure you:

  • Keep email notifications on as a fallback (but don’t rely on them).
  • Check your integrations every few weeks. Do a test referral and see if the alert lands.
  • Document who gets notified and how, so if something changes, you’re not in the dark.

What to Skip (And What to Ignore)

  • Don’t bother with daily digests if you care about speed.
  • Ignore “AI-driven” notification promises—they’re usually just marketing fluff.
  • Don’t set up notifications in a tool nobody checks. If your team lives in Slack, don’t bother with SMS. If they hate email, don’t use email.

Final Thoughts: Keep It Simple, Iterate as You Go

Start with one channel, make sure it’s working, and only add more if you actually need them. Overcomplicating your setup is a fast way to make sure nobody pays attention. Real-time notifications are only useful if they cut through the noise.

Set it up, test it, and tweak as your process changes. You can always add fancier automations later, but don’t lose the plot—a quick follow-up beats a fancy workflow every time.