Understanding How Automatic Lead Email Notifications Work in IDX Broker

In this post, we’ll give you a quick overview of how IDX Broker’s automatic email notifications work—what types of emails are sent, when they’re triggered, and who receives them. We’ll go through some of the most common examples for both agents and leads.

How It Works for Agents

IDX Broker automatically sends email notifications to the primary email address registered on your account. These emails keep you updated about new leads and their activity.

New Lead Registration

There are two possible scenarios when a new lead is created:

• Self-registration on your website
  If the lead signs up directly on your site, you’ll receive more detailed information, including their recent activity, the page where they registered, and the number of pages they’ve visited.

• API-created leads
  If the lead is generated through the API, you’ll get a notification with basic contact details (name, email, and phone). This usually happens when you create accounts for leads using automations or integrations such as the LeadConnector Dashboard or the Follow Up Boss (FUB) widget.
  

IDX Forms (Contact, Valuation, Showing Requests, etc.)

Your IDX site has several forms—like the IDX Contact Form, the Home Valuation Form, or property-level “Request More Information” and “Schedule a Showing” forms. Whenever a lead submits one of these, you’ll receive an email with their details.

For example, a “Schedule a Showing” form notification includes the lead’s contact information, the listing they’re interested in, the requested date, and more.

👉 In short: these notifications keep you in the loop whenever new leads register or fill out a form on your IDX site.

Important Notes for Team/Office Accounts

• Notifications are sent to the listing agent or the agent assigned to the lead.
• Lead reassignment also triggers new notifications.
• Admins can choose to be CC’d on all new lead notifications.

Other Emails Agents Receive

In addition to lead notifications, IDX Broker also sends regular activity reports.

Property Updates Summary

A daily email summarizing which of your leads received property update emails related to their saved searches. This helps you track whether they’re actively getting new listings or if their search criteria need adjusting.

Weekly Lead Activity Report

Each week, you’ll get a detailed summary of your leads’ activity:

• Names, emails, and phone numbers
• Number of property update emails received
• Open rates and click-throughs
• On-site activity (saved properties, saved searches, browsing behavior)

Highly engaged leads really stand out in this report:

👉 Tip: Encourage leads to create saved searches and subscribe to market reports. This gives you better insight into their needs and keeps them engaged with your website.

How It Works for Leads

Now let’s switch perspectives: what emails do your leads receive?

New Account Confirmation

When a lead registers on your site (or when you create an account for them via the API), they’ll receive a welcome email asking them to confirm their email address. This step is required for them to start receiving property updates.

⚠️ If they don’t verify their email, they won’t receive property updates or market reports.

Saved Searches & Property Updates

• When a lead saves a search, they receive a confirmation email letting them know they’ll start receiving updates.

• From the next day onward, they’ll get daily or weekly emails with new results: new listings, price reductions, and more.

💡 If a lead has multiple saved searches, IDX Broker consolidates the updates into a single email.

Individual Property Updates

When a lead saves a specific property, IDX Broker keeps them informed of any status changes:

• Price reductions
• Status changes (e.g., “Under Contract” or “Off Market”)

Market Reports (IDX Engage Only)

For clients using IDX Broker Engage, leads can subscribe to receive monthly market reports. These reports include:

• Average listing price
• New listings
• Sold listings
• Average days on market
• Active listings
• Recently sold properties

These are a great way to provide valuable insights and keep leads connected with your brand.

Message Center: See All Emails Sent

Finally, IDX Broker offers a Message Center where you can review all emails sent to leads and agents. You can check delivery status, opens, and clicks.

Filters make it easy to search by category, for example: only market reports or only property updates.

For more details, check out IDX Broker’s official guide:
Message Center Documentation

Quick Reference: Agent vs. Lead Emails

To wrap things up, here’s a quick reference table showing the difference between the emails agents receive and the ones leads receive in IDX Broker.

Agents Receive…	Leads Receive…
New Lead Registration Emails (when someone signs up on the site or is added via API)	Welcome & Email Verification (required to receive property updates and reports)
Form Submission Notifications (Contact Form, Valuation Form, Request More Info, Schedule a Showing)	Saved Search Confirmation (lets them know they’ll start receiving property updates)
Schedule a Showing Notifications (lead info + property details + requested date)	Property Update Emails (new listings, price changes, status changes for their saved searches)
Property Updates Summary (Daily) (shows which leads received property updates)	Individual Property Alerts (price reductions, “Under Contract”, “Off Market” notices for saved properties)
Weekly Lead Activity Report (lead engagement, opens, clicks, saved properties & searches)	Market Reports (IDX Engage only) (monthly insights: average price, new/sold listings, days on market, etc.)
Team/Office Notifications (assigned agent gets the alert; admins can be CC’d)	—