If you’re running sales teams and want to actually know what’s happening—without babysitting everyone—setting up activity triggers and alerts can save you hours. This guide is for managers, admins, and anyone tired of digging for updates in Slack threads or endless spreadsheets. I’ll walk you through how to set up activity triggers and alerts in Salesscreen, with real talk on what’s worth doing, what’s just noise, and how to avoid annoying your team (or yourself) with pointless pings.
Why Triggers and Alerts Matter (and When They Just Annoy Everyone)
Let’s be real: most sales software tries to “gamify” or “automate” everything, but ends up just adding more clutter. Triggers and alerts are only useful if they make your job easier—not if they’re just another notification you swipe away. Here’s what they're good for:
- Immediate heads-up when something important happens (a big deal closes, a KPI is missed, etc.)
- Less manual checking and chasing your team for updates
- Keeping motivation up—if you use them right
But don’t overdo it. If everyone gets an alert every time someone logs a call, you’ll all tune it out in a week.
What You’ll Need Upfront
Before you start, get these ducks in a row:
- Admin access to your Salesscreen account (if you can’t see “Admin” or “Settings,” stop here and ask for help)
- A clear idea of which activities actually matter to your team (calls logged, deals closed, pipeline stages, etc.)
- Agreement—at least with yourself—on who should get which alerts, and how (email, in-app, TV screens, etc.)
If you’re not sure what’s genuinely helpful, start small. You can always add more triggers later.
Step 1: Log in and Find the Activity Triggers Section
- Log in to Salesscreen. Pretty obvious, but let’s not skip steps.
- Go to the Admin area. Look for “Admin” or “Settings” in the sidebar.
- Find “Triggers” or “Alerts.” The naming changes sometimes, but you’re looking for something like “Activity Triggers” or “Notifications.” If you’re lost, use the search bar at the top.
Pro tip: If you have a lot of permissions or a custom setup, some options might be hidden. If you can’t find it, you probably don’t have admin rights.
Step 2: Decide What You Actually Want to Track
Don’t set up triggers just because you can. Here’s what’s usually worth tracking:
- Big wins: Closed deals above a certain amount
- Milestones: Reaching a certain number of calls, demos, or meetings
- Missed targets: When someone is falling behind
- Process steps: Moving a deal to a key pipeline stage
Skip triggers for low-value stuff (like every single call logged). Trust me, your team will thank you.
Step 3: Create a New Trigger
- Click “New Trigger” or the equivalent button.
- Name your trigger clearly. “$10k+ Deals Closed” is better than “Trigger 1.”
- Choose the activity type (e.g., “Deal closed,” “Call logged,” “Meeting scheduled”).
- Set conditions: This is where you get specific. For example:
- Only alert for deals over $10,000
- Only trigger if a user hits 50 calls in a day
- Alert if a deal moves to “Negotiation” stage
- Pick your audience: Who gets the alert? The whole team, just you, or someone else?
- Choose the delivery method: Email, in-app notification, TV screens, maybe even Slack (if it’s integrated).
Honest take: Most folks go overboard here. Start with alerts for things you really care about—like big deals closing or targets missed. You can always add more later.
Step 4: Customize the Alert
Salesscreen lets you tweak what the alert says and how it looks. Here’s how to keep it useful:
- Keep the message short and clear. “Congrats! Jane closed a $12,000 deal.” beats “Activity detected.”
- Use variables if available. Pull in names, amounts, or other details automatically.
- Set a sensible frequency. You don’t want 12 alerts in 10 minutes. Most people use a daily or real-time trigger for big milestones, and weekly for progress updates.
Pro tip: If you’re using TV screens or leaderboards, keep alerts visual and positive. No one wants their misses broadcasted to the whole floor.
Step 5: Test Your Trigger
Don’t trust that it works—test it.
- Trigger the event yourself (log a test deal, move a dummy record, etc.).
- Check who gets the alert and what it looks like. If it’s confusing or lands in the wrong place, tweak it.
- Ask for feedback. Have someone else on your team see the alert. If they roll their eyes, you know it’s too much.
Honest take: Most missed alerts are just poorly configured or end up filtered by email rules. Always test before rolling out to everyone.
Step 6: Roll Out to Your Team (Slowly)
Once you’re happy with your setup:
- Turn the trigger on for the real team.
- Tell people what to expect. A 2-minute heads-up in your next meeting goes a long way.
- Watch for alert fatigue. If people start ignoring alerts, you’ve got too many—or the wrong ones.
Pro tip: Less is more. One clear, meaningful alert per week is better than 10 forgettable ones a day.
Step 7: Monitor, Adjust, and Prune
Triggers aren’t “set it and forget it.” Here’s how to keep them useful:
- Check in monthly on which triggers get engagement. If no one cares, kill or tweak them.
- Get feedback. Ask your team which alerts help and which annoy.
- Update as your process changes. If you shift your sales goals or pipeline, review your triggers.
What to skip: Don’t bother with alerts for “data entry” or routine stuff. Focus on what actually moves the needle.
Pro Tips for Not Driving Everyone Crazy
- Avoid duplicate alerts across channels (don’t send the same thing by email, Slack, and in-app).
- Don’t gamify everything. A little fun is fine, but constant “gamification” gets old fast.
- Respect privacy. Don’t publicly blast negative results (missed quotas, etc.).
- Start with one or two high-value triggers. Add more if people actually find them helpful.
Summary: Keep It Useful, Not Noisy
Activity triggers and alerts in Salesscreen can save you serious time and keep your team focused—if you use them sparingly and set them up with care. Start small, test in real life, and don’t be afraid to kill off any alerts that just add noise. The goal isn’t “more notifications”—it’s fewer things to worry about, and more wins to celebrate. Keep it simple and adjust as you go.