Leads Automation

Create automated emails and action items when a lead status is updated

Matt avatar
Written by Matt
Updated over a week ago

This article applies to online version only (without desktop).

Do you find yourself having to send the same email over and over when a lead changes from waitlisted to admitted? Use our lead automation feature to set up emails or action items ahead of time. Once you're done, these emails and tasks will be generated automatically by our system!

Please Note: Lead Automation is a premium feature. Please contact Support for more information.

Setting up Automations

Navigate to Leads > Configure and click Manage Lead Automations.

Click "Create Automation" button in the upper right and complete the Create Automation Rule popup.  

Example: The rule below is being created to set automated tasks to occur after a lead's status changes to "Toured". The name of the new rule is "Follow Up - Tours"

Click on the "Add Action" button to determine what should take place when a lead's status changes to your selected status. 

Choose whether you want to create an email or a task.

Send Email

When sending an email, you have the option to create a new email message or choose from a template. For the "When" drop-down:

  • If you choose "Immediate," the email will be sent immediately following the lead's status is change.

  • If you choose 1 day, the email will send one day prior to the lead's status change. The highest option is 15 days after the lead status changes.

Create Task

Creating a task works similarly to when you create a manual task on the Leads > Tasks page. Add a title, assign a staff member (will receive an email notification), select the task type, add a note, and select when the task should be created.

Once your email and/or tasks have been created, review them ensure that each task is being sent out in the correct order. You can use the pencil icon to edit or the trashcan icon to delete the task. 

To active your automated tasks, click the "Inactive" button at the bottom and switch "Active". You can also do this from the main Task Automation page by clicking on the More Actions icon.

Each item in the task automation will be generated as long as the lead remains under that status. 

As soon as the lead changes from that particular status to a new status (for example, moving from Toured to Admitted), the lead will switch from the Toured automated tasks to the Admitted tasks. All tour-related emails or actions will stop. 

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