Alert your staff about calls and bookings

You can alert up to 5 team members when things happen: a missed call, a booked appointment, a new review. Each person gets alerts by text, email, or both. Set it up in Receptionist, under the Notifications tab, on the Staff alerts sub-tab.

Before you begin

• You need the owner or manager role.
• The people you add don't need a RankLadder account. You just need their mobile number or email address.
• Texts come out of your plan's text messages. Email alerts are free.

Steps

1. Open Receptionist and choose the Notifications tab.
2. Switch to Staff alerts.
3. Click Add a team member.
4. Enter a Name, like Dispatch, Sales, or Sam Alvarez.
5. Add a Mobile number, an Email address, or both. One of the two is enough.
6. Under How to alert them, set each channel (Text and Email) to Off, On, or Only if…. If you pick Only if…, write the rule in plain English, like "Only text me for emergencies" or "Only if they ask for Sam".
7. Under Alert them about, check the events this person should hear about: Missed calls, Answered calls, Texts & website chats, Appointments booked, New reviews.
8. If they should also hear about screened calls (spam, blocked callers, hang-ups), check those boxes under Screened calls. These are quiet by default.
9. Click Add team member.

What happens next

• Alerts start with the very next matching event.
• An Only if… rule applies to call alerts only (Missed calls and Answered calls). After each call, your AI reads the rule and decides whether it applies. Other events, like bookings and reviews, alert every time they're checked.
• Each text sent counts toward your plan's text messages. Emails never cost anything.
• You can edit or delete a person anytime from the list.

If it does not work

• If someone with an Only if… rule hears about nothing, make sure Missed calls or Answered calls is checked for them. The rule only filters call alerts.
• If texts aren't arriving, check the mobile number format, like +19195550171.
• If you can't add anyone else, you've reached the limit of 5 team members. Remove someone first.

Related guides

• Choose how RankLadder notifies you
• Invite a team member