Automations Overview
What are automations?
Automations are rules that run automatically when something happens in your pipeline. They eliminate repetitive manual steps and ensure nothing slips through the cracks — regardless of how busy your team is.
Every automation follows the same structure:
Trigger → Conditions → Actions- A trigger fires when a specific event occurs
- Conditions filter whether the rule applies to this specific case
- Actions run when the conditions are met
What automations can do
Automations help you:
- Automatically assign leads to the right rep when a form is submitted
- Schedule follow-ups when a lead moves to a new stage
- Alert your team when a lead has been sitting in one stage too long
- Send emails to leads or team members based on pipeline events
- Create tasks automatically when certain conditions are met
- Add notes to lead records as part of a workflow
- Monitor workspace capacity — notify you when you’re approaching limits
How automations improve your workflow
Without automations, each of these actions requires a person to remember to do it. With automations:
| Manual process | Automated version |
|---|---|
| Rep checks list for follow-ups due | Follow-up is auto-scheduled when lead moves to “Contacted” |
| Manager manually assigns inbound leads | Automation assigns by source or campaign |
| Team notices a stale deal too late | Automation alerts manager after 5 days with no activity |
| Rep forgets to send welcome email | Automation sends it on form submission |
Automation types by trigger timing
Immediate triggers
These run instantly when a CRM event occurs:
| Trigger | Fires when |
|---|---|
lead_created | A new lead is added to the pipeline |
lead_updated | Any field on a lead changes |
lead_stage_changed | The lead moves to a different pipeline stage |
lead_assigned | A lead is assigned to a team member |
lead_form_submitted | A form submission creates a new lead |
Scheduled triggers
These run on a background schedule (checked periodically by the server):
| Trigger | Fires when |
|---|---|
lead_followup_due | A follow-up’s scheduled time has arrived |
lead_followup_overdue | A follow-up has passed its due time without being marked done |
lead_no_activity_for_days | A lead has had no logged activity for N days |
task_overdue | A task’s due date has passed |
trial_ending_soon | Your trial is approaching expiry |
lead_capacity_warning | Your lead count is approaching the plan limit |
Actions available
| Action | What it does |
|---|---|
assign_owner | Assign the lead to a specific user |
change_stage | Move the lead to a pipeline stage |
schedule_followup | Create a follow-up reminder for the lead |
create_task | Create a task and assign it to a user or role |
send_email | Send an email to the lead or a team member |
send_alert | Send an in-app and/or email notification to a user or role |
add_note | Add an automated note to the lead’s activity log |
add_categories | Tag the lead with category labels |
remove_categories | Remove category tags from a lead |
notify_role | Notify all users of a specific role (e.g., all Managers) |