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Automation Notifications Sent to Unexpected Agents

Automation notifications are controlled by automation access permissions, not just listing ownership or CRM assignment. This means agents may receive notifications from workflows they have access to, even if they are not the primary agent associated with the listing or campaign.

Why Agents May Receive Unexpected Notifications

Automation notifications are linked to access permissions assigned to the automation trigger or workflow.

If an agent has access to a trigger, they may receive related notifications such as:

  • Price change alerts
  • Campaign updates
  • Listing workflow notifications
  • Automation completion emails
  • Trigger activity updates

This can occur even when:

  • The CRM mapping is correct
  • The listing assignment is correct
  • The agent is not the primary listing agent
How Notification Permissions Work

Manually Selected Agent Access

When the workspace uses Manually select agents mode:

  • Only selected agents can access the automation trigger
  • Selected agents may also receive workflow notifications related to that trigger

This setup is commonly used when workflows should only be managed by specific users.

Grant Access to All Agents

When the workspace uses Grant access to all agents mode:

  • All agents in the workspace can access automation triggers
  • Notification recipients are limited to:
    • Workflow creator
    • Workspace admins

This option reduces the likelihood of unexpected agent notifications.

How to Check or Update Permission Settings

Review Automation Trigger Access

  1. Open the relevant automation or workflow
  2. Locate the Agent Access or Permissions section
  3. Review which agents have access assigned
  4. Remove any agents who should not receive notifications
  5. Save changes

Change Workspace Permission Mode

  1. Go to Workspace Settings
  2. Locate Agent Permission Mode
  3. Choose either:
    • Manually select agents
    • Grant access to all agents
  4. Save changes
Recommended Best Practices

Use “Manually select agents” when:

  • Only specific team members should manage workflows
  • Different teams require separate automation access
  • You want tighter workflow visibility control

Use “Grant access to all agents” when:

  • All agents should access workflows
  • You want notifications limited to admins and workflow creators
  • You want simpler permission management across the workspace
Troubleshooting Unexpected Notifications

If agents are receiving unexpected workflow emails:

  • Confirm the agent has access to the automation trigger
  • Review workspace permission mode settings
  • Check whether access was previously assigned manually
  • Verify notification expectations with the office or admin team