Skip to main content
Notifications keep you informed about critical events in your botBrains projects without overwhelming you with unnecessary alerts. By configuring smart notification preferences, you stay connected to what matters while maintaining focus on your work.

​
Why Notifications Matter

Effective notifications strike the right balance between awareness and productivity:
  • Stay informed - Know when critical events require your attention
  • Respond quickly - Get notified about escalations that need human intervention
  • Track progress - Receive updates when long-running tasks complete
  • Identify issues - Learn about system problems before they impact customers
  • Maintain context - Regular summaries keep you connected to project activity
  • Avoid fatigue - Smart defaults prevent notification overload
botBrains uses a “less is more” philosophy for notifications. You only receive alerts for events that genuinely need your attention, not every minor activity.

​
Notification Types

botBrains sends notifications for different types of events, each serving a specific purpose.

​
Weekly Digest Email

What it is: A comprehensive weekly summary of your project’s activity, insights, and performance delivered every Monday morning. What’s included:
  • Conversation volume and trends
  • Customer satisfaction metrics
  • Top topics discussed
  • Escalation patterns
  • Knowledge gaps identified
  • Performance highlights and concerns
  • Week-over-week changes
Why it matters: The weekly digest provides a bird’s-eye view of how you AI agent is performing without requiring daily monitoring. It surfaces patterns and trends that might not be obvious from individual conversations, helping you make strategic improvements. When you receive it: Every Monday at 9:00 AM in your project’s configured timezone Best for:
  • Product managers tracking AI performance
  • Team leads monitoring support automation
  • Stakeholders measuring ROI
  • Anyone who wants regular insights without daily monitoring
Weekly digests are enabled by default and can be configured per project. You might want different digest settings for production projects versus testing environments.

​
Data Export Completion

What it is: Email notification when your full dataset export job finishes processing. What’s included:
  • Confirmation that export is ready
  • Download link (valid for 7 days)
  • File size and row count
  • Date range of exported data
  • Instructions for accessing the file
Why it matters: Full exports can take several minutes for large projects. Rather than waiting and checking status, you’re notified the moment your data is ready to download. This is especially valuable for compliance deadlines or urgent data analysis needs. When you receive it: Immediately upon export job completion, typically 2-10 minutes after initiating the export Best for:
  • Compliance teams needing data exports
  • Analysts performing custom analysis
  • Backup and disaster recovery processes
  • GDPR/CCPA data access requests
Full exports are limited to 2 per day across your entire team. The completion notification includes the exact time when you can request another export if needed.

​
System Alerts

What they are: Critical notifications about platform issues, service disruptions, or configuration problems affecting your project. Examples include:
  • Knowledge sync failures from data providers
  • Integration authentication errors (Zendesk, Salesforce, Slack)
  • Deployment failures or configuration issues
  • API rate limit warnings
  • Webhook delivery failures
  • Security-related events
Why they matter: System alerts notify you about problems that could impact your customers’ experience. Early awareness allows you to investigate and resolve issues before they escalate or affect many users. When you receive them: Immediately when the system detects a critical issue Best for:
  • Technical administrators
  • Integration owners
  • Anyone responsible for maintaining AI availability
  • Teams with strict uptime requirements
System alerts cannot be disabled as they contain critical information about service health. These are intentionally rare and only sent for genuine issues requiring attention.

​
Deployment Notifications

What they are: Confirmations when AI profile deployments complete successfully or encounter errors. What’s included:
  • Deployment status (success or failure)
  • Profile version deployed
  • Deployment channel (production, staging, etc.)
  • Timestamp of deployment
  • Error details if deployment failed
Why they matter: When you deploy a new AI profile version, you need to know it’s live and working correctly. Deployment notifications provide immediate confirmation, allowing you to test changes promptly or rollback if issues arise. When you receive them: Immediately after deployment completes (usually within 30 seconds) Best for:
  • AI developers iterating on behavior
  • Teams with change management processes
  • Production deployments requiring verification
  • Scheduled deployment workflows

​
Configuring Notification Preferences

Notification settings are configured per project and per user, giving you granular control over what you receive.

​
Accessing Notification Settings

1. Navigate to your project Select the project you want to configure from your project list. 2. Open Settings Click Settings in the left sidebar. 3. Select Notifications Click Notifications to view notification preferences.

​
Weekly Digest Configuration

Control whether you receive weekly summary emails for each project. To enable weekly digest:
  1. Navigate to Settings → Notifications
  2. Toggle Weekly Digest to ON
  3. Settings save automatically
To disable weekly digest:
  1. Navigate to Settings → Notifications
  2. Toggle Weekly Digest to OFF
  3. You’ll stop receiving Monday morning summaries
Default state: Enabled for all projects by default
Weekly digest settings are personal - your preference doesn’t affect other team members. Each user configures their own notification preferences for each project.

​
Per-Project vs. Global Settings

Project-level settings: Current notification preferences are configured per project. This allows you to:
  • Receive digests for production projects but not test projects
  • Focus notifications on active projects
  • Reduce noise from archived or inactive projects
  • Customize based on your role in different projects
User-level preferences: Each team member maintains their own notification settings. A project admin enabling their weekly digest doesn’t enable it for the entire team. Example workflow: 
Team Structure:
- Sarah (Product Manager): Weekly digests ON for all projects
- Marcus (Developer): Weekly digests ON for active projects, OFF for staging
- Priya (Support Lead): Weekly digests ON for customer-facing projects only

​
Email Delivery Details

Understanding how notifications are delivered helps you ensure reliable receipt.

​
Sender Information

From address: Notifications are sent from notifications@botbrains.io Reply-to: Most notification emails include a reply-to address for feedback or questions Whitelist guidance: Add @botbrains.io domain to your email whitelist to ensure delivery

​
Email Headers and Filtering

botBrains notification emails include headers for easy filtering: Subject line patterns:
  • [botBrains] Weekly Digest - [Project Name]
  • [botBrains] Export Ready - [Project Name]
  • [botBrains] System Alert - [Project Name]
  • [botBrains] Deployment Complete - [Project Name]
Email filtering examples: Gmail filter for digests only: 
from:notifications@botbrains.io subject:"Weekly Digest"
Outlook rule for high-priority alerts: 
From: notifications@botbrains.io
Subject contains: "System Alert" OR "Deployment"
Move to: botBrains Alerts folder
Mark as important

​
Timezone Handling

Weekly digests respect your project’s configured timezone: Setting project timezone:
  1. Navigate to Settings → Project Settings
  2. Select your timezone from the dropdown
  3. Weekly digests will arrive at 9:00 AM in this timezone
Multi-timezone teams: Each user receives digests at 9:00 AM in the project’s timezone, regardless of their personal location. This ensures consistent timing across the team.

​
Notification Best Practices

​
For Individual Users

Start Conservative

Begin with default settings (weekly digest enabled) and adjust based on your workflow. It’s easier to enable notifications you need than to filter out excessive alerts.

Use Email Filters

Create email rules to organize botBrains notifications into dedicated folders. This keeps your inbox clean while preserving notification history for reference.

Review Regularly

Check notification preferences quarterly as your role or project priorities change. Disable digests for archived projects.

Act on Alerts

System alerts require attention. Don’t ignore them - investigate and resolve issues promptly to maintain service quality.

​
For Teams

Establish notification ownership:
  • Product managers - Weekly digests for strategic insights
  • Developers - Deployment notifications and system alerts
  • Support leads - Weekly digests to track escalation patterns
  • Admins - All system alerts and integration errors
Create shared email rules: For teams using shared inboxes, document standard filtering and routing rules so everyone processes notifications consistently. Monitor notification volume: If team members are disabling notifications, investigate why. It may indicate too much noise or unclear value - adjust your project setup accordingly. Schedule review meetings: Use Monday weekly digests as input for weekly team meetings. Review trends, discuss escalations, and plan improvements based on digest insights.

​
For Enterprise Deployments

Centralized monitoring: Route critical system alerts to monitoring tools (PagerDuty, Opsgenie) rather than individual email addresses. Compliance documentation: Export completion notifications serve as audit trail for data access requests. Retain these emails for compliance record-keeping. SLA alignment: Configure deployment and alert notifications to integrate with your change management and incident response processes. Multi-project coordination: For organizations with many projects, designate notification owners per project and maintain a central registry of who receives what.

​
Understanding Weekly Digest Content

The weekly digest email is packed with insights. Here’s how to interpret and act on each section. What you see: Total conversations, messages, and unique users compared to previous week Green indicators (positive):
  • Increasing conversation volume suggests growing adoption
  • More unique users means expanding reach
  • Higher messages-per-conversation may indicate engaged users
Red indicators (needs attention):
  • Declining volume might suggest decreased engagement or service issues
  • Sudden spikes could indicate problems driving support inquiries
Action items:
  • Investigate significant changes (>20% week-over-week)
  • Cross-reference with product launches or marketing campaigns
  • Check for seasonal patterns over multiple weeks

​
Satisfaction Metrics

What you see: CSAT score, response rate, and rating distribution Good signals:
  • CSAT above 80%
  • Response rate above 40%
  • Majority of ratings are 4-5 stars
Warning signs:
  • CSAT below 70%
  • Increasing 1-2 star ratings
  • Declining response rate
Action items:
  • Read conversations with poor ratings (see /analyze/conversations)
  • Identify common themes in negative feedback
  • Update knowledge or guidance to address pain points

​
Top Topics

What you see: Most frequently discussed topics with message counts Insights to extract:
  • Are top topics well-covered in knowledge base?
  • Do certain topics correlate with escalations?
  • Are new topics emerging that need documentation?
Action items:
  • Create knowledge snippets for frequently asked topics
  • Update documentation for confusing topics
  • Consider product improvements for recurring pain points

​
Escalation Patterns

What you see: Total escalations, escalation rate, and common escalation reasons Healthy patterns:
  • Escalation rate 5-15%
  • Escalations concentrated on expected topics
  • Stable week-over-week escalation rate
Concerning patterns:
  • Escalation rate >20%
  • Escalations on topics AI should handle
  • Rapidly increasing escalation rate
Action items:
  • Review escalated conversations for knowledge gaps
  • Update AI guidance to handle common escalation triggers
  • Consider when escalations are appropriate vs. unnecessary

​
Performance Highlights

What you see: Automated summary of notable achievements or concerns Examples:
  • “Highest satisfaction week in the last month”
  • “Resolution rate improved 12% from last week”
  • “New topic ‘API authentication’ emerged with 15% escalation rate”
Action items:
  • Celebrate and maintain positive trends
  • Investigate flagged concerns immediately
  • Share highlights with stakeholders to demonstrate value

​
Troubleshooting

​
Not Receiving Weekly Digests

Check notification settings:
  1. Navigate to Settings → Notifications
  2. Verify Weekly Digest is toggled ON
  3. Settings save automatically - no confirmation needed
Check email delivery:
  1. Search your email for from:notifications@botbrains.io
  2. Check spam/junk folders
  3. Verify no email rules are auto-archiving botBrains emails
  4. Confirm @botbrains.io isn’t blocked by your email server
Check project activity: Weekly digests are only sent if the project had activity during the week. Projects with zero conversations don’t generate digests. Timing expectations: Digests arrive Monday mornings at 9:00 AM in your project’s timezone. If you changed settings Sunday evening, you won’t receive a digest until the following Monday.

​
Not Receiving Export Notifications

Verify export started successfully:
  1. Check for confirmation toast message when initiating export
  2. Look for task ID in success message
  3. Export must complete before notification is sent
Check processing time: Full exports can take 2-10 minutes depending on data volume. Large projects (>50,000 conversations) may take longer. Verify email address: Export notifications are sent to the email address associated with your botBrains account. Ensure this email is current in your profile settings. Rate limits: If you’ve reached the 2 exports per day limit, your export request will be rejected and no notification will be sent.

​
Not Receiving System Alerts

System alerts are sent to project administrators and cannot be disabled. If you’re not receiving critical alerts: Verify admin access: Only users with Admin or Owner roles receive system alerts. Check your project role in Settings → Team. Check integration health: Navigate to Integrations and verify connected services show healthy status. Some alerts may be sent to integration-specific channels (e.g., Slack notifications go to Slack). Email server issues: System alerts may be blocked by aggressive spam filters due to their critical nature. Work with your IT team to whitelist notifications@botbrains.io.

​
Receiving Too Many Notifications

Audit your projects:
  1. Review all projects you’re a member of
  2. Disable weekly digests for inactive or archived projects
  3. Leave projects you no longer need access to
Optimize email management:
  1. Create email filters to organize notifications
  2. Use folders or labels to separate different notification types
  3. Set up digest summaries in your email client
Coordinate with team: If system alerts seem excessive, investigate the root cause. Frequent alerts indicate underlying issues that should be resolved rather than ignored.

​
Privacy and Data Handling

​
What Data is Included

Weekly digests contain:
  • Aggregated metrics (conversation counts, satisfaction scores)
  • Topic names and frequencies
  • Performance trends and comparisons
  • No personally identifiable customer information
  • No message content or conversation details
Export notifications contain:
  • Download link to exported data
  • File metadata (size, row count, date range)
  • Task ID for tracking
  • No actual customer data in email itself
System alerts contain:
  • Error descriptions and codes
  • Affected integration or service names
  • Timestamp of issue
  • Recommended actions
  • No customer data

​
Email Security

Encryption: All notification emails are sent over TLS-encrypted connections. Link expiration: Export download links expire after 7 days for security. Authentication: Download links require authentication - they won’t work if forwarded to unauthorized users. Audit trail: All notification emails and clicks are logged for security and compliance purposes.
Never forward export completion emails to external parties. Download links grant access to customer data and should be treated as sensitive credentials.

​
Integration with Other Features

Notifications complement other botBrains features to create a complete monitoring solution.

​
Relationship to Analytics

Weekly digest shows: High-level trends and patterns from the past week Analytics dashboard shows: Real-time, detailed metrics with custom filtering Use together: Digest identifies areas needing investigation, analytics provides detailed drill-down for root cause analysis. Example workflow:
  1. Weekly digest shows CSAT declined 8%
  2. Navigate to Analyze → Metrics to view daily breakdown
  3. Filter by date range when decline started
  4. Analyze specific conversations with poor ratings
  5. Identify knowledge gap or AI behavior issue

​
Relationship to Conversations

Export notifications enable: Custom analysis of conversation data outside botBrains platform Conversation view enables: Real-time monitoring and individual conversation review Use together: Review individual conversations for qualitative insights, export full dataset for quantitative analysis or compliance needs. Example workflow:
  1. Export notification arrives with last week’s data
  2. Download and analyze in BI tool o AI agent
  3. Identify pattern in premium customer conversations
  4. Navigate to Analyze → Conversations
  5. Filter by premium audience segment
  6. Read actual conversations to understand context

​
Relationship to Escalations

System alerts notify you: When escalation email configuration is broken (invalid support_email) Weekly digest shows: Escalation rate and patterns Use together: Monitor escalation health through digest, receive immediate alerts if escalation mechanism fails. Example workflow:
  1. System alert: “Escalation emails bouncing from support@acme.com”
  2. Navigate to Settings → Handoffs
  3. Update support_email to correct address
  4. Test with sample escalation
  5. Next weekly digest confirms escalation rate returned to normal

​
Advanced Notification Strategies

​
For Multi-Project Organizations

Hub-and-spoke model:
  • Designate one person to receive all project digests
  • They distribute relevant insights to project-specific teams
  • Reduces notification fatigue while maintaining awareness
Project categorization:
  • Group projects by type (production, staging, customer-facing, internal)
  • Apply different notification strategies to each category
  • Production: All notifications enabled
  • Staging: Minimal notifications
  • Archived: All notifications disabled
Centralized dashboards: For large organizations, consider building a dashboard that aggregates digest data across all projects rather than relying on individual emails.

​
For Compliance and Governance

Notification retention: Set up email archiving rules to retain all botBrains notifications for audit purposes. Export completion emails serve as access logs. Segregation of duties: Different team members should own different notification types:
  • Security team: System alerts
  • Compliance team: Export notifications
  • Product team: Weekly digests
  • DevOps team: Deployment notifications
Scheduled reviews: Establish regular cadence for reviewing notification logs and acting on insights (weekly for digests, daily for alerts).

​
For CI/CD Integration

Deployment notifications via API: While currently delivered by email, deployment notifications can be monitored programmatically for automated testing workflows. Example integration: 
1. Deploy new AI profile via API
2. Monitor for deployment completion notification
3. Trigger automated test suite
4. Verify CSAT metrics in next weekly digest

​
Notification Roadmap

botBrains continuously improves notification capabilities based on customer feedback.

​
Coming Soon

Slack integration for notifications: Receive digest summaries and critical alerts in Slack channels Custom notification rules: Create rules like “notify me when CSAT drops below 75%” or “alert me when escalation rate exceeds 20%” Notification preferences API: Programmatically configure notification settings for team onboarding automation In-app notification center: View notification history and manage preferences without leaving the platform
Want to influence notification features? Share feedback with the botBrains team through the in-app feedback button or email support@botbrains.io.

​
Next Steps

Now that you understand notifications: Smart notification management keeps you informed without overwhelming you. Start with defaults, adjust based on your workflow, and use notifications as triggers for deeper investigation in the analytics and conversation tools.