Automations: A lead is created

When a new Lead is created in your system, you can automatically trigger a series of actions to ensure prompt follow-up and keep your team informed. This trigger fires the moment a lead is added, allowing you to instantly notify your team, reach out to the lead, or update records. Choose your Automation Trigger: A lead is created, add any additional Logic if required — for example, use If / Else to route different actions based on the lead’s details — then choose your Action, such as sending an Email, creating a Task, or sending a Proposal.

1. From your dashboard, select the Automations icon.

2. Click Add Automation.

3. The Create New Automation modal will open. Enter a Name e.g A lead is created

4. Status, choose either Active or Inactive from the dropdown menu

5. Click Create & Edit Automation.

6. On the Workflow Tab, Click + Add Trigger.

7. The Select trigger drawer will open, where you can search for the automation required or choose from the list, which is broken down into the appropriate category.

8. Choose A lead is created

9. The Trigger title box will appear. If necessary, you can edit the trigger using the Ellipsis (3 dots) and selecting Change trigger.

10. Click the "+" button (underneath the Trigger title box) to open the Logic / Action drawer.

11. Choose a Logic. In this example, we will use an If / Else branch.

12. You can change the Action Name to help you follow the work flow e.g If lead has not been converted to booking.

13. In True, select from :-

    • Match ANY of the below

    • Match ALL of the below

14. In this example, Use Match ANY of the below and choose this option from the dropdown menu :-

    • If Lead converted to Booking and select False

15. Click Add new condition and choose this option from the dropdown menu :-

    • If Event Date has Passed and select False

16. You can also Add new conditions set and select Match ALL of the below (not used in this example) If selected, the automation will only trigger if every condition you've set is met at the same time. Think of it as an "AND" rule — all conditions must be true together for the automation to run.

17. Click X or or click off of the drawer (to return to the workflow area)

18. Click the "+" button (underneath the TRUE branch) to open the Logic / Action drawer.

19. The Select trigger drawer will open. Depending on how long you want to add a Wait logic before following up. Select Wait (you will be returned to the workflow area) and click on the Wait step. Choose a duration and also a time frame. eg 2 days. Click the X, or on the workflow area.

20. Click the "+" button (underneath the Wait step) to open the Select trigger drawer. On the Action tab, choose a Logic. In this example, we will use

    • Email

21. The Email drawer will open where you can edit the following :-

22. Action Name - You can edit the name of the action. e.g Email 1 (Follow Up)

23. Email Account - Choose which account you want to send from, Choose System Email or Connected Email (if connected)

24. To - use the { or ⚡ to bring up the variations available. e.g Customer: Email

25. To>More Settings - allows you to add :-

    • CC

    • BCC

    • Reply-To

26. Draft - This will allow you to see the email before it is sent. Tick the checkbox to use this function.

27. Subject - eg Still looking for a photo booth? or use the { or ⚡ to bring up the variations available.

28. Message - Configure your message with some of the following :-

    • Customer Name: {Customer Name}

    • Event Date: {Event Date}

    • You can also add direct links to your Book Now or Check availability pages.

    • Business Name: {Business Name}

29. Attachments - Click the Upload button to add any attachments.

Please note - you do not have to Save the workflow, you can click the X or click off of the drawer (to return to the workflow area) and the information will save. You can then press Save to save the Automation.