Notifications guide

BestAI can email you the moment a new lead arrives, and send a daily summary of yesterday’s activity. This guide shows you how to set up the notifications, the recipient address, and how to switch them off if you do not want them.

If you are new to the admin, start with the admin tour first.

What you can do

Receive an email instantly when a visitor leaves their details
Receive a daily summary of conversations and leads
Choose the time of day the summary arrives (NZ time)
Use a different email from your sign-in address (for example a shared inbox)
Switch each notification on or off independently

Step-by-step

1. Open the notifications page

You will see five fields:

Field	Default	What it does
Notification email	Falls back to the workspace owner’s email	The address that receives both the instant lead email and the daily summary
New lead — instant email	On	Sends an email the moment a new lead is captured
Daily summary	On	Sends a once-a-day summary email
Daily summary hour	8 (8 am NZ time)	The hour of day the summary is sent, in NZ time
Time zone	Pacific/Auckland	The time zone the hour is interpreted against

Owners and Admins can edit. Viewers and Support can read but not change.

2. Set the recipient email

If you leave the email blank, BestAI sends notifications to the workspace owner’s address.

For a small team, the owner’s address is fine. If your team works from a shared inbox like sales@your-business.co.nz, put that address here so everyone sees the same notifications.

3. New-lead instant email

When a visitor submits a lead form, BestAI:

Saves the lead.
Queues an email straight away.
Sends it from noreply@yai.nz.

The email includes the lead’s name, email, phone, the conversation summary, the page they were on, and a deep link straight into your admin.

You only ever get one instant email per lead. If our system retries, it will not send a duplicate.

To turn it off, switch New lead — instant email to off.

4. Daily summary

The daily summary is sent once a day at the hour you choose, in NZ time. It contains:

Yesterday’s chat conversation count
Yesterday’s new lead count
Total unread leads at the moment of sending
A button to open the dashboard

Even if you had no activity yesterday, the email is still sent — that way you know the system is healthy.

To set the send hour, type a number from 0 to 23 in Daily summary hour. Common choices: 8 (start of day), 12 (lunch), 18 (end of day). NZDT and NZST are handled automatically — your team always receives the email at the same local time.

To turn it off, switch Daily summary to off.

5. Confirm it is working

To test instant emails, open your widget and submit a quick test lead. You should receive the email within a minute. If it does not arrive, check the troubleshooting section below.

To preview the daily summary without waiting until tomorrow, contact us — we can manually run a digest for your workspace.

Troubleshooting

I am not receiving notification emails.

Work through this checklist:

Open Notifications and confirm the email address.
Confirm the toggles are on.
Search your spam, junk, or “promotions” folders. Add noreply@yai.nz to your contacts.
Confirm your email server is not blocking external senders. Some corporate gateways quarantine SaaS notifications.

If you still cannot find them, send the lead ID, the time, and the email you expected to receive to hello@bestai.co.nz.

Common questions

Can I receive notifications outside email?

Not yet. Telegram, WhatsApp, and Slack channels are coming soon.

Will I get a duplicate email if your system retries?

No. We mark a lead as “notified” once the email goes out, and skip duplicates.

My team is in different time zones. Can each member set their own digest hour?

Today, the daily summary hour is per workspace, not per person. If you need different hours, set up a forwarding rule in your inbox or get in touch.

If your email server is down at the time of the daily digest, do I get yesterday’s email tomorrow?

The daily summary runs once per day. If we cannot deliver it, the daily digest for that day is skipped to avoid sending two days at once. Instant lead emails do retry automatically.

Do daily summary emails count against my plan?

Yes — both instant lead emails and daily summaries are counted as emails sent in the usage guide.

Next steps

Inbox guide — triage conversations once you receive them
Usage guide — understand plan limits
Admin tour — full admin walkthrough
Need a hand? Email hello@bestai.co.nz