Send qualified leads to a Notion database

Embers can keep a Notion database in step with your LinkedIn pipeline. You pick the database and map Embers fields to your own properties. When a lead qualifies, Embers adds a row for that person, and when they engage again or change status it updates the same row.

Connect Notion

1. Connect Notion

   Open Integrations in the sidebar (/integrations) and choose Notion (/integrations/notion). On the Setup card, choose Connect Notion.

   Notion’s own consent screen opens, where you pick the pages and databases Embers can see. Share the database you want leads in. If you cancel there, nothing is connected. When you approve, you return to the Notion page in Embers.

   Once connected, the page opens on one sentence that says what is left, such as “Not sending yet: pick a database”, and Needs attention carries the button for the next step. Once rows can go out, the sentence reads “Writing leads to” your database.

2. Pick a database

   Create the database in Notion first, with the properties you want filled. Then choose Pick a database on the Database card or under Needs attention. The Choose a Notion database window lists the databases you shared, with a search box. Select one and choose Use this database. Change database reopens the same window later.

   If yours is not listed, it was not shared. Share it in Notion and search again, or choose Reconnect to share more to go back through Notion’s consent screen. Embers cannot create a database for you. A database with several data sources is refused, so pick one with a single source.

3. Map fields

   The Field mapping card opens next, with one row per Embers field under From Embers and a menu of your properties on the right. Choose which property receives each field, or leave a row on Not sent. Embers pre-selects properties whose name and type match, and you can change any of them; nothing is sent until you choose Save mapping.

   Use suggestions restores the pre-selected matches, and Edit fields reopens the mapping later. Until a mapping is saved, the status reads “Not sending yet: map your fields” and Map fields under Needs attention opens this card.

4. Choose what to send

   The What to send card appears once the mapping is saved, with Who gets delivered beside it. It has two switches:

   • New leads (on): a lead qualified, so Embers adds the row.
   • Everything else (off): a known lead engaged again or changed pipeline status, which updates the same row. Report-ready events are included in that switch but write nothing to Notion.

   Enable delivery, on the same card, switches Notion off and on without losing the database or the mapping. While it is off, the status reads “Delivery to Notion is turned off” and Needs attention offers Turn on.

5. Test the connection

   Choose Send test beside the status at the top of the page (in the … menu on a phone). It validates the token and the database, checks that the mapped properties still exist, and never creates a page. It needs a database, a saved mapping, and delivery switched on. If it fails, Needs attention shows “The last test did not reach Notion” with the reason and Send test to try again.

Map Embers fields to your properties

The database is yours. Embers never adds, edits, renames, or removes a property, so every property you want filled has to exist before you map it. Each menu lists only properties of a type the field can fill, and a property that another field already uses is not offered twice.

Why now is the lead’s strongest signal as one sentence, Watching is the profile or competitor whose content they engaged with, and Found by is the agent the lead came from. Status is the pipeline status: active, contacted, or dismissed. Map Full name to your title property so each page has a name.

A few rules keep your database safe:

• A property you leave as Not sent is never touched. A mapped one is rewritten on every update, so keep your own notes in unmapped properties.
• A choice is written only when the property already has that option. Embers matches by name, ignoring case, and also accepts the agent’s label for Found by. Add active, contacted, and dismissed to a Status property yourself, because Embers never creates an option.
• An empty value is never written, so a blank does not overwrite what you have. Text is cut to Notion’s 2,000-character limit.
• Email and Phone carry an After reveal badge. They fill only once you reveal the lead’s contact details on a paid plan, which the free trial does not include. Until then those properties stay empty however they are mapped.
• Picking a different database clears the mapping, because property IDs belong to the old one. Picking the same database again keeps it.

The match key

Two fields carry a Match key badge: LinkedIn profile URL and Embers ID. Map at least one, or Embers does not save the mapping. Without a key a re-send could add the person again; with one, it updates their row. A lead with no value for the only key you mapped fails that delivery on its own.

Who gets delivered

The Who gets delivered card holds Notion’s own delivery rules: a minimum lead score, ICP matches only, the sources that count, and titles and industries to exclude. Choose Save rules after changing them, or Reset to drop your edits.

A lead the rules hold back writes nothing to Notion and is not retried. It is listed on the Activity card as Held back, with the reason. To send it anyway, choose Send anyway on its row, or push it with Send to and tick ignore rules.

How duplicates are avoided

Embers remembers which Notion page it created for each LinkedIn member in your workspace.

1. A page Embers created in this database: Embers updates its mapped properties.
2. No remembered page: Embers searches your database for the same value, first on the property you mapped LinkedIn profile URL to, then on Embers ID, using an exact match. A hit is updated and remembered. This covers a reconnect and a deleted link.
3. Neither: Embers creates a page with the mapped properties and remembers it.

A re-send, including a manual push, updates the page rather than adding a second one. If you trash or delete a lead’s page, or stop sharing it, the next delivery creates a fresh page and uses that from then on.

Activity, retries, and pauses

The Activity card lists the last 30 days of deliveries, newest first: the lead, with a link to its page in Notion once there is one, the status (Delivered, Failed, Held back, Blocked, or Sending, and Passed for a test, which reads Connection test because it creates no page), the reason, and when. A push from Send to is marked Sent by hand. Filter by All, Failed, or Held back. Retry re-sends a failed or blocked row, and Send anyway a held-back one, while delivery is on and not paused. The newest three failures also sit under Needs attention with Retry.

Embers keeps to about three requests a second to Notion. Rate limits and outages are retried, honouring the wait Notion asks for: the first attempt plus seven retries, from 30 seconds out to about 6.3 days.

A lead Notion refuses for its own values fails on its own and is not retried, and Embers sends the next one. If five leads in a row are refused with none delivered in between, the install pauses.

These failures pause the install at once. The status reads “Delivery to Notion is paused”, and Needs attention shows the reason with the button for the fix and Resume beside it:

• Reconnect Notion: Notion no longer accepts the saved connection. Embers tries to renew it once before pausing.
• Pick a database: the database was deleted or is no longer shared, or Notion says Embers cannot reach it.
• Re-map Notion fields: a mapped property was deleted or changed type in Notion.

Nothing is written to a paused install until you fix the cause and choose Resume. Reconnecting, picking a database, or re-mapping also clears the pause it answers. Reconnecting to the same Notion workspace keeps your database and mapping, and another workspace clears both. Notion delivery is paused walks through each reason.

Disconnect Notion, in the … menu beside the status, asks you to confirm, then stops Embers adding and updating rows and leaves every row already in your database. Embers does not revoke the connection on Notion’s side, so Notion keeps listing it under Settings, Connections until you remove it there.

What Embers never does

• It never sends anything on LinkedIn. It writes to one Notion database, nothing else.
• It never adds, edits, renames, or removes a property, and never adds an option to one.
• It never writes to a property you left as Not sent, or inside a page’s body.
• It never creates a page when you choose Send test.

Troubleshooting

Connect Notion returns without a database to pick. Nothing suitable was shared. Share your database in Notion, then choose Reconnect to share more in the picker.

Choosing a database fails. Embers cannot see it, so it is not shared, or it has several data sources. Share it, or pick a database with one source.

Save mapping is disabled or says a key is missing. Map LinkedIn profile URL or Embers ID. If a row shows Missing in Notion, that property was deleted: pick another or choose Not sent.

A field shows no properties to choose. No property in the database has a type that field can fill. Add one in Notion, then choose Edit fields.

The Status or Found by column stays empty. The property has no option with that name. Add the option in Notion.

A lead’s page was never created. Check the Activity card. A Held back row means a rule held it back, and Send anyway pushes it. A Failed row names the reason.

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