Creating notification rules

Mobly's notification rules let you fire a Slack message or email when something happens in the Hub — a lead is captured, a CRM sync hits errors, an event is wrapping up. You configure each rule once; Mobly listens and sends.

* This article is only relevant to Mobly Admins (with access to the Hub) *

When to use a notification rule

• "Tell me when a lead is captured" — for sales floors that want every booth scan to ping a Slack channel in real time

• "Tell me when sync breaks" — catch CRM sync failures the moment they show up in Reconciliation, not when a rep notices missing leads three days later

• "Send me a daily recap during the event" — leaderboard, capture counts, activation results delivered at end of each event day

• "Send the wrap-up the day after the event" — automatic post-event summary so you don't have to ask for it

The rule list

In the Hub, click Notifications in the left navigation. The page lists every rule your org has created. Each card shows:

• Name + a one-line summary of its trigger

• Delivery channel — Slack icon if delivered via Slack, Mobly Email icon if delivered through Mobly's built-in mailer

• Active / Paused toggle — flip the rule's state without opening it

• Edit — opens the rule builder pre-loaded

• Delete — removes the rule after confirmation

Click + Create Notification above the list to add a new one.

Creating a rule

The rule builder is one page with three sections.

1. Name

A free-text label. Pick something the team will recognize on the list — "Booth team — every scan", "HubSpot sync errors — daily digest", "Pre-event reminders to assigned reps".

2. Delivery method

Where the notification goes:

• Mobly Email (Built-in) — sends through Mobly's mailer to a list of email addresses you enter inline. Useful for ad-hoc recipients (a customer's CSM, a finance person) who don't need to be added to Slack.

• Slack (if your org has Slack connected) — picks a Slack channel or specific users via autocomplete. Connect Slack via the Integrations page first if it isn't already.

3. Trigger

Pick which event the rule listens for. Three options:

Lead Captured

Fires when a lead is captured — scanned, manually added, or photo-uploaded. Configure:

• Scope — which events the rule applies to (leave empty for all events)

• Filter — narrow by lead source or specific qualifier values (e.g., only fire for leads tagged "Hot")

• Notify mode — every lead, or unique leads only (avoids re-firing if the same lead is scanned twice)

• Message template — what the notification text says, with merge variables like {{first_name}}, {{event_name}}, {{rep_name}} to personalize each ping

Best for live event channels — your booth team gets every Hot lead in real time.

Sync Error

Fires when leads fail to sync to your CRM. Only available when a CRM integration (HubSpot, Salesforce, Pipedrive, or Zoho) is connected.

Configure how often the rule digests errors:

• Every hour

• Twice a day

• Once a day

• Once a week (Mondays)

Best for RevOps Slack channels — they catch sync issues without having to babysit Reconciliation.

Event Summary

A roll-up around the event lifecycle. Pick which sections to include in the email/message:

• Team Members Attending

• Activation Schedule

• Event Logistics

• My Assignments

• Leaderboard

• Activation Results

• Sync Status

• Qualifier Breakdown

And the timing:

• Pre-event reminders — week-before, day-before

• Live cadence during the event — daily during the event window

• "Day after event" wrap-up — one consolidated recap after the event ends

Best for stakeholders who want the recap without asking — executives, sponsors, partners who care about results but won't log in to look.

Scoping to specific events

For Lead Captured and Event Summary triggers, an Apply to events multi-select lets you narrow the rule to specific events. Leave it empty and the rule applies to every event in your org. Use this when you have one rule that's only relevant during a specific conference or product launch.

Pause vs. delete

A rule sits in one of two states:

• Active — listens to triggers and fires

• Paused — rule still exists but ignores triggers until reactivated

Use Pause when you're between events and don't want noise, or when you're rebuilding a rule and don't want it firing wrong messages. Use Delete when the rule is genuinely obsolete — deletion is irreversible.

Tips for clean rules

• Name rules with the audience in mind. "Booth team — every scan" tells you who reads it. "Lead notification" doesn't.

• Use unique-leads mode for noisy channels. If your booth team has 5 reps scanning hot leads, every-lead mode floods the channel. Unique mode pings once per lead.

• Scope event-specific rules to specific events. Don't leave the events field empty for "ConfX 2027 leaderboard" — it'll fire for every event you ever run.

• Use the Slack channel option, not specific users, unless there's a very specific reason. Channels survive role changes; specific-user rules break when someone leaves the company.

Related articles

• How to set up Mobly Slack Notifications — alternative path that fires Slack messages from your CRM's workflow engine (older pattern; native rules above are the recommended approach)