Lead Notifications

Overview

Lead notifications are real-time browser alerts that appear on your screen when a new lead enters a pipeline you own. When a lead is created or moved into your pipeline for the first time, Kraya sends a browser notification so you can act on it immediately — even if you are looking at a different browser tab or application at the time.

Notifications are opt-in and per-device. You control whether you want them, and you must grant browser permission separately on each device you use.

What you can do

• Receive a browser alert the moment a new lead lands in your pipeline
• Click the alert to jump directly to that lead in the CRM
• Enable or disable notifications from your personal settings
• Grant or revoke browser notification permission independently on each device
• Admins can enable or disable notifications on behalf of a pipeline owner from the pipeline's settings

How it works

When a lead is created in a pipeline, or is moved into a pipeline it has never been in before, Kraya sends a browser notification to the pipeline owner — provided:

1. The pipeline owner has the "Notify me when a new lead is added" toggle turned on in their settings.
2. The pipeline owner has granted browser notification permission on that device.
3. Kraya is open in at least one browser tab on that device.

The notification shows the lead's name in the title and the pipeline name and phone number in the body. Clicking the notification takes you to the CRM and automatically searches for that lead by phone number, opening the relevant stage.

Important behaviors to be aware of:

• Notifications only appear while Kraya is open in a browser tab. If no Kraya tab is open on your device, notifications cannot be delivered. They are not queued or replayed when you return.
• Re-entry suppression: If a lead is moved back into a pipeline it has already visited before, no notification fires. The alert only fires the first time a lead enters a given pipeline.
• Browser permission is per-device. Enabling the toggle in your settings saves your preference globally, but browser permission must be granted separately on each computer or browser you use. A device where permission was not granted will not show notifications even if the preference is on.

Step-by-step guide

Enabling notifications for yourself

1. Open any page in Kraya.
2. select Settings.
3. In the Notifications section, find the "Notify me when a new lead is added" toggle and turn it on.
4. After turning the toggle on, a status banner appears below it:
   • If your browser has not yet been asked for permission, you will see "Enable browser notifications on this device". Click it to trigger the browser's native permission dialog. Select Allow to complete setup.
   • If permission was already granted previously, you will see "Browser notifications are enabled on this device." No further action is needed.
   • If browser notifications are blocked, you will see "Browser notifications are blocked. Enable them in browser/site settings." See Troubleshooting below for how to unblock them.
5. Your preference is saved immediately. Repeat the browser permission step on any other device or browser you use.

Disabling notifications

1. Open Settings from your profile.
2. In the Notifications section, turn the "Notify me when a new lead is added" toggle off.
3. The toggle saves immediately. You will stop receiving new lead alerts. Your browser permission is not affected — if you re-enable the toggle later, you will not need to grant permission again on a device where it was already granted.

What happens when you click a notification

• If you are on a page other than the CRM, clicking the notification opens the CRM page and automatically searches for the lead by phone number. The matching stage expands to show that lead.
• If you are already on the CRM page, clicking the notification runs the phone search immediately without reloading the page. The stage expands and the phone parameter is removed from the URL once the search completes.
• If the lead has no phone number on record, clicking the notification searches by the lead's name instead.

Settings and configuration

Role-based behavior

• Pipeline owners (any role): Can enable or disable their own notification preference from Settings.
• Admins: Can enable or disable the notification preference for a pipeline owner by opening the session or pipeline settings for that pipeline. The toggle in those settings controls the pipeline owner's preference, not the admin's own. Any browser permission prompt that appears in that flow applies to the admin's own device, since browser permission is always device-specific.

Common edge cases

• Lead moved back into a pipeline it was in before No notification fires. Only the first visit to a pipeline triggers an alert.

• Kraya is not open in any browser tab Notifications cannot be delivered. Open Kraya in a browser tab and keep it open while you want to receive alerts.

• Toggle is on but browser permission was never granted The notification will not appear. Click "Enable browser notifications on this device" in the Notifications section of your Settings to prompt the browser permission dialog.

• Toggle is on, browser permission is granted, but notifications still do not appear Your operating system may be overriding browser notification permissions. Check your system's notification settings (e.g., Windows Focus Assist or macOS Do Not Disturb) to confirm notifications from your browser are allowed.

• Multiple pipeline owners receive the same lead Each pipeline has a single designated owner. Only that owner receives the notification for leads entering their pipeline.

• Admin enables the toggle for a pipeline owner via settings The change takes effect for the pipeline owner's account immediately. The pipeline owner will begin receiving notifications as long as they have also granted browser permission on their own device.

Troubleshooting

Notifications are not appearing even though the toggle is on

• Cause 1: Browser permission has not been granted on this device.
  • Fix: Open Settings → Notifications. If the status shows "Enable browser notifications on this device", click it and select Allow in the browser dialog.
• Cause 2: Browser notifications are blocked.
  • Fix: Open your browser's site settings for Kraya and change the notification permission from Blocked to Allow. Then refresh Kraya.
• Cause 3: Kraya is not open in any browser tab.
  • Fix: Keep a Kraya tab open in your browser while you are working.
• Cause 4: Your operating system is suppressing notifications.
  • Fix: Check Windows Focus Assist or macOS Do Not Disturb settings and ensure notifications from your browser are not muted.

The notification appeared but clicking it did nothing

• Cause: The browser window may have been in a state where it could not be focused.
  • Fix: Click the notification again, or navigate manually to the CRM and search by the lead's phone number.

The toggle is on and permission is granted, but I only receive notifications sometimes

• Cause: The lead may have been in the same pipeline before (re-entry suppression), or the lead was added without a pipeline assigned.
  • Fix: Verify that the lead is entering the pipeline for the first time and that a pipeline is assigned at the time of creation or move.

FAQs

• Do I need to keep Kraya open to receive notifications? Yes. Notifications are delivered through your browser, so Kraya must be open in at least one browser tab on that device. Notifications are not queued — if Kraya is closed when a lead arrives, you will not receive an alert for that lead.

• Will I receive notifications on all my devices? Only on devices where you have granted browser permission. Each device and browser is independent. If you use Kraya on two computers, you need to grant permission on both and have Kraya open on both.

• What if a lead is moved between pipelines multiple times? A notification fires only the first time a lead enters a given pipeline. If the lead returns to a pipeline it has visited before, no notification is sent.

• Can admins receive notifications for all pipelines? Only if an admin is also the designated owner of a pipeline. Being an admin does not grant notification access to all pipelines — ownership determines who is notified.

• I granted browser permission, but the status still shows "Enable browser notifications on this device" Try refreshing the page. If the issue persists, open your browser's site settings for Kraya and confirm the notification permission is set to Allow, then reload Kraya.

Tips and best practices

• Keep a Kraya browser tab open during your working hours to ensure you receive notifications in real time.
• Grant browser permission on every device you actively use so you are covered across all your workstations.
• Disable notifications if you are temporarily out of office to avoid unwanted alerts on a device you are not monitoring.

Related features

• Dashboard — The CRM where notification clicks land; use the search bar to find leads by phone or name
• WhatsApp API integration — Session settings where admins can manage a pipeline owner's notification preference
• Auto Followups — AutoResponder settings where the notification toggle is also accessible

Screenshots

Qualified lead notifications

In addition to the New Lead alert above, you can also receive a separate browser notification each time a lead in your pipeline is qualified — typically the moment AI Qualification flips them from New Lead to Qualified, or when you move them to the Qualified stage manually. The two notifications are independent: you can have one on and the other off, or run both together.

What's different from new-lead notifications

• Trigger: fires when a lead in a pipeline you own enters the Qualified stage (whether the move came from AI Qualification, a Smart Trigger, an admin, or your own manual stage change).
• Re-entry rule: like new-lead alerts, qualified-lead alerts only fire the first time a lead reaches Qualified in a given pipeline. Moving a lead out and back in does not re-fire the alert.
• Same per-device permission model: browser permission you've already granted for new-lead alerts is shared — you do not need a separate permission grant. But the toggle is independent, so the qualified alert will only fire if you've turned its toggle on.

The notification body shows the lead's name and the pipeline they were qualified in. Clicking it deep-links to the lead in the CRM, the same way new-lead alerts do.

Enabling qualified lead notifications

1. Open Settings from your profile.
2. In the Notifications section, find the "Notify me when a lead is qualified" toggle and turn it on.
3. If you've never granted browser permission on this device, the same status banner described above appears — click "Enable browser notifications on this device" and select Allow.
4. The toggle saves immediately. From that point on, every first-time qualification on a pipeline you own will fire a browser notification.

Disabling qualified lead notifications

Toggle it off in the same Notifications section. New-lead alerts (and any other notification preference you have) are unaffected.

Why qualified alerts matter

Qualification is the most common moment a sales rep needs to act fast — the AI has already gathered intent, timeline, and budget signals, so the lead is closer to ready-to-call than a brand-new contact. Turning the qualified toggle on keeps you from having to refresh the CRM to check who just became closable.