Building an automation

Creating one

1. Go to Automation and click New automation.
2. The canvas opens and asks you to choose a trigger. Pick one and set its timing and statuses.
3. Add steps and checks from the canvas.
4. Join them up: drag from the dot on the right of one box to the next. A check has two dots, one for yes and one for no.
5. Give the automation a name and make sure it is active.

Changes save as you make them. An automation with no trigger never runs.

Editing a box

Click any box to change it:

• Trigger: when it runs and which event statuses it applies to.
• Email steps: choose an email template, or write a subject and message in the step. With a template chosen, the template is sent exactly as it is, design included.
• Staff emails and notifications: choose who is told, admins and employees. Employees are only told about events they work on.
• Status changes: the status to move the event to.
• Checks: what to check and the value to compare.

To remove a step or a connection, select it and delete it.

An example: a balance reminder

1. Trigger: Time before the event date, 14 days, limited to Confirmed events.
2. Check: Balance status is Paid.
3. On no: send the customer your Balance Reminder template.
4. Leave yes unconnected, so nothing happens if they have already paid.

Switching automations on and off

Use the switch on the Automation list. Off means it doesn’t run at all, so turning off New lead means nobody is told about new leads.

The list also shows when each automation last ran.

Good to know

• Customers with no real email address are skipped by email steps, and the rest of the automation carries on.
• Imported bookings don’t set off automations.
• Only admins can manage automations.