Skip to main content

Automations

Automations let you create workflows that run on their own when specific events happen. Use them to save time, improve consistency, and respond to customers faster—without manual effort.

What you can automate​

  • Send SMS or plain‑text emails when a contact is created or updated
  • Apply tags, update CRM fields, or create tasks based on activity
  • Notify your team or log sales activities when messages are sent/received
  • Kick off follow‑ups after meetings, orders, or invoices
  • Trigger workflows when a conversation summary is created
  • Create tasks, notes, and logged calls on opportunities
  • Get a response from an AI Employee as part of a workflow

How it works​

Every automation includes:

  • Trigger: The event that starts your workflow (for example, When a contact is created)
  • Conditions (optional): Narrow when it should run
  • Actions: What happens next (for example, Send SMS, Send plain text email, Update company)

Get started​

  1. Go to Business App > Administration > Automations
  2. Select Create Automation
  3. Choose a template from the gallery, or start from Blank
  4. Add your Trigger, Conditions (optional), and Action steps
  5. Save and toggle your automation On
tip

New to automations? Start with a template and customize.

Builder and settings​

Each automation has a Settings tab where you control how and when your workflow runs.

Entry settings​

  • Only once per company: Run a single time for each company
  • Multiple times per company: Run every time the trigger conditions are met
  • One at a time per company: Ensure a new run starts only after the previous one finishes
warning

If your automation updates the same record (for example, applies tags or updates fields), prefer "One at a time per company" to avoid overlapping runs and duplicate changes.

Error handling​

  • Skip the step and continue: Recommended in most cases
  • Stop the automation run: Use when later steps depend on earlier ones
tip

Use "Skip the step and continue" for non‑critical actions like logging or tagging so the rest of the workflow can complete.

Review activity​

Use the Activity tab on an automation to see what ran, when it ran, and whether it succeeded. This is helpful for verification and troubleshooting.

Learn more​

  • Builder and settings
    • Entry settings, error handling, and activity are covered below
  • Messaging actions
  • Templates and recipes
  • Start from a form
  • Connect external systems with Zapier

Frequently Asked Questions (FAQs)​

Can I get a response from an AI Employee inside an automation?

Yes. Add the "Get a response from an AI Employee" action to send context (for example, a conversation summary or form submission) to your AI Employee and use the response later in the workflow.

How do I trigger automations for entire lists?

Use the "Start automation for a list" action in your automation builder. Select your target list (contacts, companies, or custom objects) and choose which automation to run. The automation will execute for each record in the list.

What are getter actions in automations?

Getter actions let you retrieve related data during automation runs. For example, "Get company from contact" retrieves company information when your automation is processing a contact record. This helps you work with connected data across your CRM.

What's the difference between regular automations and list automations?

Regular automations trigger based on events (like "when a contact is created"). List automations let you manually trigger a workflow for an entire existing list of records, making them ideal for bulk operations and targeted campaigns.