Automations

This feature is only available on the Professional Tier

Automations allow you to automate actions that would otherwise need to be completed manually. Any Automations you create will be visible and function agency-wide. Automations consist of two main parts: Triggers and Actions.

What are Triggers?

Triggers kick off the Automation process. This is the specific, manually completed event you set that prompts the system to then complete an action automatically. There are several Trigger options:

What are Actions?

Actions are what you would like the system to do automatically when the trigger is fired. There are several Action options:

Learn how to combine these to save time and boost your engagement with candidates and clients in our article, 10 Powerful Automation Examples.

Managing Automations

Expand the Sidebar in the top right corner of the software and click on the Settings icon
Click to expand the My Agency section and then select Manage Automations

Creating an Automation

Click the Create New Automation button

Name your Automation
(Optional) Add a description to provide more detail on your Automation
Click the Active/Inactive toggle to select whether you'd like your new Automation to be active upon creation or remain inactive for now
- The default selection is Active

Select what you would like to trigger your Automation from the Trigger drop-down menu

Select the Action you'd like to take place when the trigger fires.

Select the option in Settings for how you'd like this Automation to run
- No, let me manually confirm whenever I Trigger the Action
  - This Automation will always require verification before completing and users will have the ability to make temporary edits during this stage
  - Check the Required box if you want to prevent users from completely opting-out of performing the Automation during this stage

Yes, run Automatically
- This Automation will always skip the verification stage and will complete automatically. Users will not have the ability to make temporary edits or elect to not run the Automation

Click Save to create and enable your new Automation

Once the Automation is configured, it will be visible to and activated for all users in your agency. This means that any user, regardless of their permissions, can trigger any Automation.

Your future scheduled Automations are able to be viewed and canceled in the Automations Log.

Editing Automations

You can also edit existing Automations by clicking the corresponding pencil icon. Clicking the trash can icon will delete your Automation.

Verifying Automations

When a trigger fires and prompts an Automation, you'll be notified with a chance to opt out of any of the listed, associated Automations.

Click the checkbox to deselect any action(s) you would not like to automatically occur

Click Confirm

You also have the option to edit your Automation before confirmation. Making an edit during the verification state will create a temporary change for this Automation only. The original Automation settings and templates will still be preserved. To make a temporary edit:

Click the pencil icon to the right of the Automation you'd like to edit

For automated email and text messages, this will open up an edit screen where you can make any changes necessary to the body of the message. Use the Now/Later toggle and drop down menus in the Scheduled For row to change when you'd like this message to be sent. If editing an email, you can also click the More icon with three dots to expand more edit options, including Signature and Merge Fields.

For text messages, the Merge Fields option is located just about the body of the message.

Once you've completed making your temporary changes, click the Confirm button.

This will return you to the original verification window.

Automation Permissions

By default, the Main Contact will have their Automation permissions set to Yes while any other new and existing users will default to No.

Expand the Sidebar in the top right corner of the software and click on the Settings icon
Click to expand the My Agency section and then select Manage Users
All users on the account will populate on the left side of the Manage Users page
Click on the edit icon to the right of the person you wish to set Automation permissions for

Under the user’s Permissions on the right side of the User Profile, click to expand the Agency section
To the right of Ability To Manage Automations, set the appropriate permission
- Yes = this user can create and edit Automations
- No = this user cannot create or edit Automations

Make sure to click the Save button in the bottom left corner once your changes have been made