🖥️Automations

Automations can help with moving people through your pipeline and making sure that new contacts are properly being moved through the sales process.

Automations are a flexible tool that allows you to set up your sales pipeline to work exactly as you need it to. We'll review how automations are set up and how we recommend using them.

Here is a basic overview. Automations can be created/edited in two places in the pipeline.

First, by clicking on the Automations tab on the top right - this will take you to a list of your existing automations and allow you to add more or edit your existing ones.

Your other option is to add them directly to a stage. You can do so by clicking on the three dots on the top of the stage to open this menu where you can select 'Add Automation.'

Once automations are added to a stage, a lightning bolt will show at the top of the stage, which you can click on to see existing automations.

Now, here is what each part of setting up a new automation represents or includes. This is what you will see when you create a new automation.

Automation Name: Describe the automation so you can find it easily later in case you need to update it.

Execute: One Time / Ongoing - fairly straightforward. If you want it to be an ongoing automation instead of only running once, select 'Ongoing.'

Pipeline: If you have multiple pipelines, make sure the correct one is selected here.

Trigger: Your options for triggers are as follows. Triggers are the parameters of the automation that will cause the action to take place.

Added to a Segment: When selected, the action will take place when a contact meets the filter parameters for the segment you selected. When you first turn this automation on, anyone currently in the segment will be triggered.

After X days in a Stage: When selected, the action will take place when a contact has been in the selected stage for the number of days specificied.

No Response in X days: When selected, the action will take place when a contact has not responded to you for the number of days specified.

Received a Response in X Days: When selected, the action will take place when a contact has responded to you within the last number of days selected.

After Completing Tasks: When selected, the action will take place when the tasks assigned to a contact have been completed for that particular stage.

Once your triggers are set, you have a few different options for what action then takes place. Here are those options.

Add / Move Contact to Stage: When selected, this action will add or move the contacts to the stage selected based on the trigger. This one of the ways you can add contacts to the pipeline.

Move Contact to Stage: When selected, this action will move the contacts to the stage selected based on the trigger as long as they are already in the pipeline.

Remove from Stage: When selected, this action will remove contacts from the stage selected based on the trigger.

Change Priority: All contacts enter the pipeline with priority: Normal. If you want a trigger to 'High' or 'Urgent,' you would use this action. Likely combined with an 'Add/Move Contact to Stage' action.

Add a Task: Tasks are a good way to keep track of what is being done in the pipeline and automations are the best way to make sure tasks aren't missed. Read more here on automation tasks.

Assign Contact to: This action is used to assign contacts to a person on your team. This can be done where each triggered contact goes to the same person or a round-robin between multiple people. You can even do a round robin based on the day of the week where certain users are given leads on one day vs. different users for another day of the week.

Update Status: All leads come in as Active. To update them to Won/Lost/Archived, you can use this action with a trigger based on behavior.

Add Tags: Tags can be a good way to organize your pipeline and filter to only certain tags/sources. Use this action to add tags automatically based on triggered behavior.

Remove Tags: Sometimes tags are only useful for a limited time or until a certain trigger takes place. Use this to remove tags when they are no longer needed.