If your sales team uses Vymo, you already know it can surface leads, remind people to follow up, and generally keep deals moving. But generic notifications? Those get ignored fast. If you want your team to actually pay attention, you’ll need to set up custom notifications that hit at the right time, with the right info.
This guide is for admins, ops folks, or anyone who wants to cut through the noise and make Vymo work harder for your team. I’ll walk you through the real, practical steps to set up custom notifications—what’s possible, what’s not, and how to avoid headaches along the way.
Why Custom Notifications Matter (and When They Don’t)
Let’s get this out of the way: notifications aren’t magic. Too many, and your salespeople will swipe them away without a second thought. Too few, and important stuff slips through the cracks. The sweet spot is targeted, actionable alerts—stuff the team can actually use, not just “hey, something happened” noise.
Custom notifications in Vymo let you:
- Alert reps about high-priority leads instantly
- Remind people before key meetings or deadlines
- Nudge managers when deals stall
- Push updates only to the people who need them
But don’t overdo it. If every event triggers a ping, you’ll train everyone to ignore everything. Be picky.
Step 1: Figure Out What Actually Deserves a Notification
Before you open Vymo, map out what’s truly important. Ask yourself:
- What do salespeople miss that costs us money or time? (e.g., not following up, missing meetings)
- What are the “oh crap” moments you wish you could prevent?
- Who actually needs to know? (Everyone? Just managers? Only the person assigned?)
Pro tip: Ask your team what they wish they’d been notified about last month. Their answers are usually more useful than your own guesses.
Make a short list. If it’s longer than 5 items, you’re trying to do too much.
Step 2: Get Access to Notification Settings in Vymo
You’ll need admin or manager permissions to create or edit notifications. If you’re not sure you have them:
- Look for a “Settings” or “Admin” section in your Vymo dashboard.
- If it’s missing, you’ll need to ask whoever manages your account to bump up your access.
Not all customers get the same notification options—some features depend on your Vymo plan or customizations. If you don’t see what you need, don’t waste time hunting around; reach out to your Vymo support contact and ask straight up.
Step 3: Find the Notifications or Automation Section
Vymo changes its UI more often than you’d like, but as of 2024, you’ll usually find notification controls under one of these:
- Settings > Notifications
- Automation > Triggers
- Workflows > Alerts
If you can’t spot it, use the search bar in Vymo or check their help docs. Don’t spend 20 minutes clicking around—it’s not you, it’s the software.
Step 4: Create a New Custom Notification
Here’s how it usually works:
- Click “Create Notification” or “Add Rule.”
- Choose the Trigger:
- This is what sets off the alert.
- Options might include:
- New lead assigned
- Meeting scheduled/rescheduled
- No activity on a lead in X days
- Deal stage changes
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Avoid triggers that fire too often (“every login” or “every update”) unless you want to annoy people.
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Set the Conditions:
- You can usually filter by:
- Lead type or value
- Specific teams or users
- Time of day or day of week
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Be specific. “All leads” is almost always too broad.
-
Pick the Recipients:
- Decide who gets the notification:
- The owner of the lead
- Their manager
- A whole team
-
Limit this as much as possible to keep things relevant.
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Write the Message:
- Keep it short and actionable.
- Include the key info—don’t make people click just to find out what’s going on.
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Example:
> “You haven’t contacted lead [Lead Name] in 3 days. Tap to follow up now.” -
Choose Delivery Channels:
- Vymo supports push notifications, in-app alerts, sometimes email or SMS (depending on your setup).
- Push is best for urgent stuff. Email is fine for FYIs.
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Don’t use all channels for everything—you’ll just create noise.
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Save and Test:
- Most systems let you send a test notification.
- Do it. Make sure it actually fires and the message makes sense.
Step 5: Test with a Small Group First
Don’t roll out notifications to everyone right away. Instead:
- Pick a few team members (ideally the ones who’ll give honest feedback).
- Have them use it for a week.
- Ask what’s helpful and what’s just annoying.
Pro tip: Salespeople are blunt. If they say “I just swipe these away,” believe them. Tweak your rules and messages before a full rollout.
Step 6: Roll Out to the Full Team (Carefully)
Once you’ve dialed in the alerts:
- Announce the change—don’t just surprise people with new pings.
- Tell them why these notifications exist and how to act on them.
- Give people a way to mute or snooze notifications if they get overwhelmed. (If you can’t, that’s a gap in Vymo’s features—flag it for your admin or support rep.)
Step 7: Keep an Eye on How It’s Working
You’re not done after launch. Every few weeks:
- Ask if people are acting on the notifications. If not, why?
- Check if the alerts are firing at the right times.
- Kill notifications that aren’t useful—don’t be precious about your setup.
Things to watch for:
- Are people taking action, or just ignoring alerts?
- Are you missing chances to notify about critical stuff?
- Is there “notification fatigue” (eye rolls in meetings are a giveaway)?
What Works, What Doesn’t, and What to Ignore
What works:
- Targeted, specific alerts (e.g., “Meeting with $100k+ client tomorrow at 10am”)
- Notifications tied to real business outcomes (not just “something changed”)
- Messages that tell people what to do next
What doesn’t:
- Blanket notifications to everyone (“New lead assigned to the team”)—nobody cares unless it’s their lead.
- Vague messages (“Follow up soon!”)
- Sending every notification to every channel
What to ignore:
- Fancy formatting—your team just wants the facts.
- Over-customizing for edge cases. Keep it simple at first.
- Chasing “engagement metrics.” Focus on quality, not quantity.
Common Pitfalls (and How to Dodge Them)
- Too many notifications: If people are muting Vymo or turning off app notifications, you’ve gone too far.
- Wrong recipients: Make sure the right people get the right alerts. Double-check your rules.
- Unclear messages: Always include context. “Call your lead” is better than “Action required.”
- Not testing on mobile: If most of your team works in the field, test alerts on their devices—not just in the web app.
Final Thoughts: Start Small, Stay Useful
Custom notifications are a tool—not a cure-all. Start with just one or two high-impact alerts, see what actually helps, and build from there. Don’t chase perfection. The best notification is the one that your sales team actually reads and acts on.
Keep it simple. Check in with your team. Adjust when needed. That’s how you make Vymo work for you—instead of the other way around.