Ever felt like HubSpot’s sending you all the emails? I remember my first time trying to wrap my head around all the HubSpot notification settings, and it felt like a never-ending flood. If you’re struggling to silence those HubSpot email pings and other alerts, you’re in the right place! We’re going to walk through exactly how to take back control of your inbox and your sanity.

HubSpot is an incredibly powerful platform, but with great power comes a whole lot of notifications. From new form submissions to deal updates, task assignments, and even email opens, it can feel like your inbox is constantly overflowing. While these alerts are meant to keep you in the loop, too many can quickly become overwhelming, making it hard to focus on what truly matters. In fact, notification overload can significantly hinder productivity, costing businesses precious time as employees sift through irrelevant alerts.

The good news is that HubSpot gives you really granular control over what you get notified about and how you get notified. You can tweak everything from email alerts and in-app bell notifications to desktop pop-ups and even Slack messages. By the end of this guide, you’ll know exactly how to customize your HubSpot notification settings to create a more focused and productive workflow. We’ll cover everything from the main settings dashboard to specific notification types and even how to handle email tracking alerts. Let’s declutter that digital workspace!

Table of Contents

The Grand Central Station of Notifications: Your HubSpot Settings

first things first, let’s get you to the main control panel. Think of this as the nerve center for all your HubSpot notifications. Whether you want to silence email alerts, turn off those pesky desktop pop-ups, or tweak your mobile app pings, this is where you start.

Here’s how to get there:

Log in to your HubSpot account. You’ll need your usual credentials to access your dashboard.
Find the Settings icon. Look for the gear icon ⚙️ in the top navigation bar, usually on the right side. Give that a click.
Navigate to Notifications. Once you’re in the settings menu, you’ll see a left sidebar. Scroll down a bit and click on Notifications under “Your Preferences.”

Boom! You’re in. This page is where all the magic happens. You’ll see several tabs at the top: Email, Desktop, Other apps, and Mobile app. These tabs are your gateways to managing different notification channels.

Taming the Email Beast: Turning Off HubSpot Email Notifications

Now, let’s tackle the biggest culprit for inbox clutter: email notifications. HubSpot sends email alerts for all sorts of activities – new leads, form submissions, contact updates, deal stage changes, and more. While some of these are crucial, many can just add noise. Mastering the HubSpot NPS Form: Your Ultimate Guide to Customer Loyalty

General Email Notification Settings

Once you’re on the Notifications page and have the Email tab selected it’s usually the default:

Look for the Email toggle. At the very top of the email section, you’ll often see a general toggle switch to receive or disable email notifications to your inbox. While some experts recommend against turning off all email settings entirely, it’s definitely an option if you want a clean slate.
Expand and conquer. Below the general toggle, you’ll see a section called “What you get notified about.” This is where HubSpot breaks down all the different types of events it can notify you about. You can Expand all items or use the search bar to find specific notification topics.
Uncheck the boxes. To turn off a specific email notification, simply clear the checkbox next to it. For example, if you don’t want an email every time a contact views your website, just uncheck the “Website Visits” box under the “Email” tab.
Turn off all email topics the nuclear option. If you’re feeling brave and want to start fresh, you can select Turn off all topics at the top of the “What you get notified about” section. Just be careful with this one, as you might miss important updates!
Save your changes. Don’t forget this crucial step! Scroll to the bottom of the page and click the Save button to apply your modifications.

Pro Tip: HubSpot has a daily limit of 1,000 email notifications per day for each notification type. After that, additional sends are dropped. This is a subtle hint that if you’re hitting that limit, you probably need to re-evaluate your notification strategy!

Specific Email Notification Hotspots

Sometimes, it’s not about turning off everything, but rather targeting those super chatty notifications. Here are a few common ones you might want to adjust:

New Unassigned Emails or Conversations

If you’re part of a team where emails often land in a shared inbox without an immediate owner, you might be getting bombarded with “New unassigned email” notifications. This can be super useful for ensuring timely responses, but in larger, busy teams, it can be pure notification overload.

To disable these: Mastering NPS with HubSpot: Your Ultimate Guide

Follow steps 1-3 from “The Grand Central Station of Notifications” to get to your Notifications settings.
Under the Email tab, click Expand all items.
Use the search bar and type in “New unassigned” or look for “Chat and email conversations.”
Unselect all checkboxes that relate to “New unassigned” emails or conversations.
Click Save.

You can also customize preferences for assigned chats and conversations if you still want those alerts.

Email Open Notifications Email Tracking Notifications

Ever sent an email from HubSpot or your integrated Gmail/Outlook and immediately gotten a notification that you opened it? That’s your email tracking feature at work, and it can be a little annoying. HubSpot’s email tracking lets you see when recipients open and click on your emails, which is great for sales and marketing, but sometimes you just don’t need the constant pings, or you want to prioritize privacy.

There are a couple of ways to handle this:

1. Blocking Self-Open Notifications:
If you’re getting notifications when you open your own tracked emails which happens if you open them from your sent folder, you can prevent this. Make sure your HubSpot Sales extension/add-in is up-to-date. If issues persist, check your browser settings for conflicts with other extensions or third-party cookie blocking.

2. Disabling Email Tracking for All Users:
This is a more global approach and will turn off email open and click tracking for all emails sent from your HubSpot account, including the CRM, conversations inbox, and emails sent via the extension/add-in. Can You Send Emails to Non-Marketing Contacts in HubSpot? Absolutely, you can definitely send emails to non-marketing contacts in HubSpot, but here’s the kicker: it’s not quite the same as sending out your usual marketing blast. You’ll need to approach it differently, primarily using one-to-one communication or specific transactional emails, and there are some crucial distinctions to get your head around, especially when it comes to legal compliance. Think of it like this: HubSpot wants to help you manage all your contacts efficiently without forcing you to pay for every single person in your database if you’re not actively marketing to them. So, understanding the difference between marketing and non-marketing contacts isn’t just a technical detail; it’s key to staying compliant and keeping your costs in check. Let’s break down how this all works so you can communicate effectively and ethically with every contact in your HubSpot portal.

From your HubSpot account, click the Settings gear icon ⚙️ in the top navigation bar.
In the left sidebar menu, navigate to Objects, then click Activities.
Click the Email logging tab if available, otherwise it might be directly under Activities.
Find the checkbox labeled Allow all users to track emails and see when recipients open and click on their emails.
Uncheck this box to disable email tracking for your account.
Optional: Turn off attachment logging. If you also want to stop tracking when recipients open attachments, uncheck the box for Allow all users to log email attachments.
Click Save to confirm your changes.

Keep in mind that when tracking is off, you won’t see open and click information for those emails. This can be a good move for reducing distractions and simplifying your CRM if email tracking isn’t critical for your business processes.

Ticket Notifications

If you’re using HubSpot Service Hub, you’ll get notifications related to support tickets. You might want to control when you’re alerted about new tickets, status changes, or customer replies.

For user-specific ticket notifications like when a ticket is assigned to you:

Go to your main Notifications settings Settings ⚙️ > Notifications.
Under the Email tab, expand the “Tickets” section.
Uncheck the boxes for any ticket-related email notifications you don’t want, such as “New ticket assigned,” “Ticket status changed,” or “New reply to assigned ticket.”
Click Save.

For more advanced automation of ticket notifications like sending an email to staff when a new ticket is created, or to customers when a ticket status changes, you’d typically manage these within Tickets settings under Pipelines and Automation. This involves setting up workflows, which is a bit beyond simply turning off personal notifications, but it’s good to know the option exists for team-wide control.

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Beyond Email: Managing Other HubSpot Notifications

HubSpot isn’t just about emails! You also get notifications via other channels. Let’s look at how to manage those.

Desktop Notifications Bell, Pop-up, Browser

These are the alerts that show up right on your computer screen when you’re logged into HubSpot. There are three main types:

Bell: A red badge appears on the bell icon 🔔 in your HubSpot navigation bar. Clicking it shows you a list of recent notifications.
Pop-up: These appear as on-screen messages when you’re actively using HubSpot. You can even set different sounds for different pop-up notifications!
Browser: These are super handy! They’re sent to your browser even when you’re not active in HubSpot, as long as your account is open in another tab or window.

Here’s how to manage them:

Go to your Notifications settings Settings ⚙️ > Notifications.
Click the Desktop tab.
Toggle on or off the switches for Bell, Pop-up, and Browser notifications globally. You’ll also see options to “Play a sound when you receive a pop-up notification” or “Display a red dot in your browser tab for unread bell notifications.”
Refine “What you get notified about.” Just like with emails, you can expand categories and uncheck specific events you don’t want desktop notifications for.
Browser Permissions Important!: For browser notifications to work or stop working!, you usually need to grant/deny permission in your browser itself. If you’re not seeing browser notifications, check your browser’s settings e.g., Chrome’s site settings under “Notifications” to make sure HubSpot is allowed or blocked.
Click Save.

If you’re constantly getting desktop notifications from the HubSpot Sales extension like email opens, there’s usually a toggle right within the extension’s window to turn those off.

Mobile App Notifications

If you have the HubSpot mobile app, you’ll be familiar with push and in-app notifications. These are great for sales reps on the go, but you’ll want to make sure you’re only getting the most critical updates. N8n HubSpot Connection: Your Ultimate Guide to Seamless Automation

Click the Mobile app tab.
Here, you can typically choose to enable or disable push notifications generally.
Customize in the app itself. Often, the most granular control for mobile notifications is found directly within the settings of the HubSpot mobile app on your device. This allows you to tailor alerts like “email opened” or “new reply” to your specific mobile workflow.

Other Apps Slack, Microsoft Teams, etc.

Many teams integrate HubSpot with other communication tools like Slack or Microsoft Teams to get real-time alerts. This is super helpful, but again, can lead to notification overload if not managed well.

Here’s how to manage HubSpot notifications in integrated apps:

Click the Other apps tab.
You’ll see a toggle for Slack and potentially others like Microsoft Teams, depending on your integrations.
Toggle the switch off next to Slack to stop all HubSpot user notifications, tasks, and slash commands from being sent to Slack.
Stop specific notifications: If you want to keep some Slack notifications but turn off others, expand the list of topics under the Slack section just like with email and desktop and clear the checkboxes for the specific notification types you want to stop.

Remember, if your HubSpot user email matches your Slack user email, notifications often default to the HubSpot app in Slack. For private Slack channels, you might also need to explicitly add the HubSpot app to that channel to receive notifications there.

Automated Slack Notifications via Workflows:
Beyond user-specific settings, you might have automated workflows set up in HubSpot that send specific alerts to Slack channels e.g., “New lead form submitted” or “Deal stage changed”. To turn these off, you’d need to go into your HubSpot Workflows under Automation and edit or deactivate the specific workflow that includes the “Send Slack notification” action.

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Advanced Notification Management for Admins

If you’re a HubSpot Super Admin, you have even more power! You can set default notification preferences for all users in your account, or for groups of users using “notification profiles” and “presets.” This is incredibly useful for ensuring that sales teams receive critical lead notifications, or that service teams are always alerted about new tickets, without each user having to configure settings individually.

Important Note: Individual users can always override these default settings with their own personal preferences. So, while you can set the baseline, users still have the final say over their own notifications. Also, some system notifications like HubSpot Support or billing emails cannot be turned off, as they provide important account management details.

Best Practices for Notification Nirvana

Turning off notifications isn’t just about clicking buttons. it’s about creating a smarter, less distracting workflow. Here are a few thoughts to keep in mind:

Audit Regularly: Your role and priorities change, so your notification needs will too. Make it a habit to check your HubSpot notification settings every few months.
Ask Yourself: “Is this actionable?” Before keeping a notification, ask if it requires an immediate action from you. If it’s just “nice to know,” consider if an email summary or checking a dashboard periodically would suffice instead of an instant ping.
Segment by Role: Different team members need different alerts. A sales rep might need instant email open notifications, while a marketing manager might prefer a daily summary of form submissions.
Utilize Dashboards: For a high-level overview without constant interruptions, leverage HubSpot dashboards. They provide real-time data on everything from sales performance to website visits, allowing you to check in when you’re ready, not when HubSpot pings you.
Consider “Don’t show me these again.” Sometimes, when a pop-up or bell notification appears, you might see an ellipses icon …. Clicking this can give you options like “Don’t show me these again” or “Go to notification preferences,” which is a quick shortcut to silence repetitive alerts.

By following these steps and adopting a mindful approach to your HubSpot notifications, you can transform your digital workspace from a chaotic, email-filled inbox into a focused, productive environment. It’s all about making HubSpot work for you, not the other way around! What Exactly is Email Marketing Automation in HubSpot?

Frequently Asked Questions

What are the main types of notifications I can get from HubSpot?

HubSpot can send you notifications through several channels: Email, Desktop including bell icon alerts, pop-up messages on your screen, and browser notifications, Mobile app push and in-app notifications, and Other apps like Slack or Microsoft Teams if integrated.

Can I turn off all HubSpot email notifications at once?

Yes, you can. Within your HubSpot Notifications settings under the Email tab, there’s often a general toggle or an option to Turn off all topics in the “What you get notified about” section. However, it’s generally recommended to selectively turn off notifications rather than everything, as you might miss critical updates. Also, note that certain essential system notifications like billing or support communications from HubSpot cannot be disabled.

How do I stop getting notifications when I open my own tracked emails?

If you’re using the HubSpot Sales extension for Gmail or Outlook, you might get “self-open” notifications. To prevent this, ensure your extension is up-to-date. Sometimes browser settings, conflicting extensions, or third-party cookie blockers can interfere, so check those if the problem persists. You can also block specific IP addresses, though mobile devices often have dynamic IPs. Digital Marketing HubSpot Blog: Your Ultimate Guide to Online Growth

Where can I find the notification settings in HubSpot?

To access your notification settings, log in to your HubSpot account, click the Settings gear icon ⚙️ in the top navigation bar, and then select Notifications from the left sidebar menu under “Your Preferences.”

Can a HubSpot admin set notification preferences for other users?

Yes, Super Admins in Enterprise accounts can create default notification profiles for all users or assign them via presets to groups of users. This helps ensure teams receive essential alerts. However, individual users always have the ability to override these default settings with their own personal preferences.

How do I stop HubSpot notifications from going to Slack?

Go to your Notifications settings Settings ⚙️ > Notifications and click the Other apps tab. You’ll see a toggle switch for Slack. You can toggle this off to disable all HubSpot user notifications from going to Slack, or you can expand the topics and uncheck specific types of notifications you no longer want. If notifications are sent via HubSpot workflows, you’ll need to edit or deactivate those specific workflows under Automation.

Why am I still getting some emails even after turning off notifications?

It’s possible you’ve only turned off specific types of email notifications. Double-check all categories under the Email tab in your notification settings. Also, remember that some critical system-level emails from HubSpot like those related to your account or billing cannot be disabled. Lastly, if you’re getting emails from workflows, those are managed separately within the Workflows tool, not individual user notification settings.

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Taming Your Inbox: How to Turn Off HubSpot Email Notifications (and All Those Other Pings!)