Summary: This guide explains how to use Automations to streamline your workflow with "set it and forget it" tasks. Automations handle background processes like tagging, emails, and follow-ups, allowing you to focus on high-priority work while the system keeps your data organized.
Before You Begin
The "Set It and Forget It" Approach: Automations are designed to take repetitive tasks off your plate. Whether it's keeping groups up-to-date with filters, sending birthday wishes, or ensuring no new guest falls through the cracks, these tools run in the background to increase staff efficiency.
Navigation: To access and manage your automations, navigate to Account Settings (⚙️) > Automations.
Types of Automations
There are several types of automations available to help manage your data and communication. Below is a breakdown of what each automation does and how frequently it runs.
Smart Tags
Function: People who match a specific filter criteria will automatically be assigned to a specific tag.
Run Frequency: This task runs once per hour.
Birthday Email
Function: A customized "Happy Birthday" message is automatically emailed to people on their birthday.
Run Frequency: This task runs daily at 9:00 AM, emailing everyone with a birthday that day.
Follow Up Progression
Function: When a person completes a specific Follow Up, a new, subsequent Follow Up is automatically started for that same person.
Run Frequency: This task runs immediately upon the completion of the previous Follow Up.
Follow Up with New Attenders
Function: When someone is marked as attending an event for the first time, a Follow Up task is automatically created for them.
Run Frequency: This task runs daily at 9:00 AM.
Auto-Tag Form Respondents
Function: People who complete a specific form will automatically be assigned to a specific tag.
Run Frequency: This task runs every hour.
Managing Your Automations
Once you have created an automation, you can manage it using the icons found on the main Automations page.
1. Toggle On/Off
The Blue/Green toggle on the left side of a task allows you to control its active status.
Green: The task is active and running.
Blue/Grey: The task is paused. Switching a task off temporarily disables it without deleting it.
2. Edit Settings (Gear Icon)
Clicking the Gear Icon (⚙️) takes you to the specific settings for that task. Use this to:
Edit the email content.
Adjust the filters being used.
Change the target tags or follow-up types.
3. Delete Automation ('X' Icon)
Clicking the 'X' icon on the far right of the row will permanently delete the task.