How to set up email notifications for new leads in the CRM

To receive an email alert whenever a new lead is added to the Papo CRM, you can set up a Flow with the “Contact created” trigger and an email sending action. This way, the sales team is notified instantly with the lead’s data, without relying on manual checks.

With this automation, every lead that enters the database — whether by import, form, or manual entry — generates a notification email for the responsible sales reps, speeding up follow-up and reducing response time.

Configuration summary

Component	Role in the flow	Example of use
Flow (Flows/Chatbot)	Visual sequence of actions executed for each contact that meets the trigger.	Flow called “New lead alert”.
“Contact created” trigger	Starts the flow automatically when a new contact is saved in the CRM.	Contact created via import, manually, or by integration.
Email sending action	Triggers the notification email with the lead’s data.	Message with name, phone, email, and contact source.
Contact variables	Dynamic fields that personalize the email content.	`{{ contact.first_name }}`, `{{ contact.phone }}`, `{{ contact.source }}`.

How it works: step by step

Create the Flow with the appropriate trigger
In the Papo panel, go to the Flows / Chatbot module. Start a new Flow and give it a name such as “New lead notification”. In the editor, replace the default trigger with the Contact created event — it is available in the event list of the Flows module. This way, the flow will run every time a new contact record is inserted into the CRM, regardless of origin.
Configure the email sending action
After the trigger, click “+” and choose the email sending action. Select the email inbox that will be used as the sender (you need to have an inbox configured in Settings → Inboxes). In the recipient field, enter the email address of the sales team or a distribution group. In the subject and body of the message, use the contact variables to automatically include the lead’s information. Example body:

New lead received:
Name: {{ contact.first_name }} {{ contact.last_name }}
Phone: {{ contact.phone }}
Email: {{ contact.email }}
Source: {{ contact.source }}
Created at: {{ contact.created_at }}

You can also add a greeting or instructions for the team.
Adjust the conditions (optional)
If you want to notify only a specific group of sales reps or leads from a certain source, insert a condition before sending the email. For example, check whether the contact tag is “hot lead” or whether the source is “website”. This way, the email is sent only for leads that meet the criterion.
Activate the Flow
Review the sequence, save it, and change the Flow status to Active. From that moment on, every new contact created in the CRM will automatically trigger the flow, sending the notification email.

Who is this automation recommended for?

Sales teams that need to be notified in real time about new leads, without relying on manual checks in the CRM.
Companies that capture leads through forms, landing pages, or list imports and want to speed up first contact.
B2B operations that work with active prospecting and want the sales rep to receive a lead summary as soon as the registration is completed.
Businesses that use Papo as a central contact hub and want to automate alerts for new records, regardless of the entry channel.

Frequently asked questions

Do I need to have an email inbox configured in Papo to send the notifications?

Yes. You need to have at least one active email inbox on the platform. You can configure it in Settings → Inboxes, by adding an email account that will be used as the sender of the notifications.

Can I send the email to multiple recipients?

Yes, you can enter multiple email addresses in the recipient field, separated by commas, or use a distribution group address. You can also create different email actions in the same Flow to notify different teams based on conditions.

Does the Flow work for contacts imported in bulk?

Yes. Each contact included via import triggers the flow individually. This way, an entire list of leads generates an email notification for each new record.

How do I include personalized lead information in the email body?

Use the contact variables available in the Flow editor. Fields such as name, phone, email, source, and creation date can be inserted dynamically using the syntax {{ contact.field }}. The platform displays the list of available variables while editing the message.

Is it possible to customize the sender of the notification email?

Yes, the sender will be the email inbox you select in the sending action. You can configure different inboxes with different names and addresses, according to your operation’s needs.

What happens if the notification email is not delivered?

Papo records the sending status in the contact history. If a delivery failure occurs, you can check the error log in the reports module or in the Flow itself. For details about resend policies and limits, consult the platform documentation.