Notification Node
The Notification node sends an internal email notification to your team — not to the profile. It's how you alert colleagues when a profile reaches a specific point in a flow, giving them the context they need to take action.
The notification arrives as a standard email in the recipient's inbox, sent from Apsis One. It can include a custom message and profile data (attributes) so the recipient has immediate context about the profile.
💡 Good to know — This is not a message to the profile
The Notification node sends to your team (an email address you define), not to the profile travelling through the flow. The profile is completely unaware of the notification. For sending messages to profiles, use the Email node or SMS node.
In this article:
When to use the Notification node
Use the Notification node whenever something happens in a flow that a person on your team needs to know about. Here are the most common scenarios:
Sales handoff — lead qualified
A profile completes a nurture flow and reaches an Achievement node (MQL) → Notification node → sends an email to the sales team with the profile's name, company, email, and lead score. The sales rep can follow up immediately.
Churn risk alert
A profile enters a re-engagement flow (inactive 90+ days) and doesn't respond to the first two emails → Notification node → alerts the Customer Success team: "This profile has been unresponsive. Consider a personal outreach." Includes profile name and subscription details.
High-value activity flag
A profile visits the pricing page (custom event) → flow triggers → Notification node → sends an alert to the account manager: "This profile just viewed the pricing page." Includes company name and current plan attribute.
Demo or meeting request
A profile submits a "Request a demo" form → flow triggers → Email node sends a confirmation to the profile → Notification node → alerts the sales team with the profile's details so they can prepare for the call.
Support escalation
A profile in an onboarding flow doesn't complete setup within 14 days (Wait for Event → No path) → Notification node → alerts the support team: "This user hasn't completed onboarding. They may need help." Includes profile email and signup date.
Setting up the Notification node
Drag the Notification node onto the canvas and click it to open the configuration panel.
Enter the recipient email address. This is the email address that will receive the notification — for example, a sales team inbox, a specific colleague, or a support alias.
Enter a subject line. Make it descriptive so the recipient can understand the notification at a glance — for example: "New MQL: Conversion from Marketing Automation flow" or "Churn risk alert — inactive profile".
Write the notification message. Include the context your team needs to take action: what happened in the flow, why this notification was triggered, and what the next step should be.
Add profile data (attributes). Click to add profile attributes to the notification — for example, First Name, Last Name, Email, Company, Phone Number, Lead Score, or any custom attribute. These values are pulled from the profile's record and included in the notification email.
Set the notification frequency. Choose how often the notifications should be sent. See Frequency and batching below.
💡 Tip — Write the notification like a brief for your colleague
The best notifications answer three questions: Who is this profile? (attributes),What did they do? (describe the trigger/flow context in the message), and What should I do next? (a clear call to action). A notification that just says "A profile reached this node" isn't useful — add context.
Frequency and batching
The Notification node doesn't send one email per profile immediately. Instead, it batches notifications and sends them at the frequency you configure. This prevents the recipient from being flooded with individual emails when many profiles pass through the node.
How batching works
Notifications are collected as profiles reach the node.
At each frequency interval, the collected notifications are sent as one email per batch of up to 10 profiles. If 25 profiles have reached the node since the last send, the recipient receives 3 emails (10 + 10 + 5).
The first notification is not sent until at least one profile reaches the node. If no profiles reach the node, no emails are sent.
Frequency options
Option | How it works |
Every 5 minutes (default) | The node checks for waiting notifications every 5 minutes. If profiles have reached the node since the last check, a batched email is sent. Good default for most use cases. |
Scheduled batches | Daily, weekly or Monthly batched sends. Configure the frequency to once per day, once per week or once per month. |
💡 Good to know — Choosing the right frequency
Sales handoff (time-sensitive): Every 5 minutes or once per day. The sales team needs to act quickly on hot leads.
Support escalation: Every 5 minutes ensuring each escalation is managed in a timely manner if the SLA is short.
Weekly reporting/awareness: Use a longer interval or consider whether the Marketing Automation Report is a better fit than real-time notifications.
Sender address
All notifications are sent from: notification-no-reply@apsis.com
This sender address is fixed and cannot be changed. Make sure the recipient knows to expect emails from this address — it may need to be whitelisted in their email client or corporate spam filter to ensure delivery.
💡 Tip — Prevent notifications from going to spam
Ask the recipient to add notification-no-reply@apsis.com to their contacts or safe senders list. If your organisation uses a corporate email filter (e.g. Microsoft Exchange, Google Workspace), ask your IT team to whitelist this address for the relevant inboxes.
Profile data and GDPR considerations
When you include profile attributes in a notification, you're sending personal data (name, email, phone number, etc.) to the recipient's email inbox. This carries GDPR responsibilities:
Only include data that's relevant and necessary for the recipient to take action. Don't add every attribute — include what they need and nothing more.
Ensure the recipient has a legitimate purpose for receiving this data. A sales rep receiving lead data has a clear purpose. A colleague who doesn't work with customers may not.
Consider where the notification email is stored. Once sent, the notification sits in the recipient's email inbox — outside of Apsis One's controlled environment. If the profile requests data deletion, you'll need to account for data in notification emails too.
The profile's consent to share their data with your organisation must be freely given, specific, informed, and unambiguous. Make sure your privacy policy covers internal processing of personal data.
⚠️ Important — Handle profile data responsibly
Notification emails contain personal data outside the platform. Treat them with the same care as any other processing of personal information. When in doubt, consult your Data Protection Officer or legal team. See GDPR consent requirements.
What the notification email looks like
The recipient receives a standard email with:
Subject: the subject line you configured in the node
Body: your custom message, followed by a structured list of the profile attributes you selected
If the notification is batched (multiple profiles), each profile's data appears as a separate section within the email, up to 10 profiles per email.
Troubleshooting: Not receiving notifications?
If the recipient isn't receiving notification emails, work through this checklist:
Check this | Why it matters |
Have profiles actually reached the node? | Check the Node Stats. If "passed through" is 0, no profiles have reached the Notification node yet — the issue is upstream in the flow, not with the notification. |
Has the frequency interval passed? | Notifications are batched. If the frequency is set to every 30 minutes and a profile just reached the node 5 minutes ago, the notification hasn't been sent yet. Wait for the next interval. |
Is the recipient email address correct? | Double-check the email address in the node configuration. A typo means the notification goes to the wrong inbox (or bounces). |
Check spam/junk folder | Notifications come from |
Is the corporate email filter blocking it? | Some organisations block external automated emails by default. Ask IT to whitelist notification-no-reply@apsis.com or the sending domain. |
Is the flow Active? | If the flow is Paused or Stopped, profiles won't reach the Notification node. |
Tips & best practices
Place notifications strategically. Don't add a Notification node at every step. Reserve them for moments where a human needs to take action — sales handoffs, churn risks, support escalations, or high-value behaviour.
Write actionable messages. Instead of "Profile reached node 5", write "This profile completed the trial and is ready for a sales conversation. Reach out within 24 hours." Tell the recipient what to do, not just what happened.
Use a team inbox for shared notifications. Instead of a personal email, use a shared inbox (e.g. sales@yourcompany.com or a connected email alias) so notifications aren't lost when someone is on holiday.
Include the right attributes — not all of them. A sales notification should include name, company, email, phone, and lead score. It doesn't need date of birth or postal code. Less is more — the recipient should be able to scan the notification in seconds.
Combine with Update Profile. Before the Notification node, add an Update Profile node to tag the profile as "Sales notified" or "Support alerted". This prevents duplicate actions and makes it easy to track which profiles have been escalated.
Set frequency based on urgency. Hot leads → every 5 minutes. Support awareness → daily in the morning. General monitoring → less frequent. Match the frequency to how quickly the recipient needs to act.
Test the notification. Before activating, run a test profile through the flow and verify the notification arrives in the recipient's inbox with the correct data. Check spam folders too.
Don't use Notification nodes for reporting. If you need aggregated data about flow performance (how many profiles completed, open rates, etc.), use the Marketing Automation Report instead. Notification nodes are for individual profile-level alerts.
Related articles
Marketing Automation Nodes — Overview of every node type.
Email Node — For sending messages to profiles (not your team).
Update Profile Node — Tag profiles before or after a notification for tracking.
Achievement Node — Often placed before a Notification node to mark lead qualification.
Check Profile Node — Route profiles to a Notification node based on data conditions.
Marketing Automation Report — For flow-level reporting (vs. individual notifications).
Navigate the Canvas — Flow settings and canvas features.
Key Terms Glossary — Definitions for all Marketing Automation terms.