Automations - what happens on its own when a lead comes in

An automation is a flow that runs on its own: a lead comes in (or something else happens), and the system messages them, puts them in the pipeline, opens a task or alerts you. Everything is built in the sales department, on the Automations page ("Automation Center"), which works on a computer.

Get to know the Automation Center

At the top you see counters for active automations, total and runs, and below them four tabs: Automations, Meta forms (see Receiving leads from Meta forms), Webhooks (see Receiving leads by Webhook) and Short links. Each automation card shows how many times it ran and when it last ran, with a switch to turn it on or pause it. Duplicate automation creates a paused copy.

Turn on the built-in new-lead email

At the top of the list is the built-in automation Email the owner about new leads: when a lead arrives from the website, a sales page, Meta or a webhook, the business owner gets an email. It is on by default, and only the business owner can turn it off or on.

Pick a trigger

Click New automation and choose where the lead comes from:

• New lead via webhook, New lead via campaign (a Meta lead form), New lead via sales page or New lead added manually.
• Contact added via the call center, Short link clicked or Lead became a customer.
• Instagram (a comment on a post, a story reply or a message) and Facebook (a comment on a post), with a filter of up to 5 keywords.

Add steps

After the trigger, add steps in any order:

• Send WhatsApp (Green API) - free text with up to 3 buttons, from the business's number. Needs WhatsApp connected.
• Send a WhatsApp message - an approved template from the Meta WhatsApp Business account.
• Email the lead - needs Brevo connected (see Newsletter).
• Notify managers - an alert in the bell, by email and on WhatsApp to the numbers you type.
• Put in the pipeline, Create a task, Normalize phone and Wait (from 5 seconds up to 30 days).
• Create a new lead, Add to mailing list and Convert to customer (needs at least one product).
• After an Instagram or Facebook trigger: a private message to the commenter, a reply under the comment and an Instagram DM or Messenger message.

Split by a condition

An If block checks a condition and splits the flow: the green path continues when the condition holds, the red one when it does not. You can check the lead source, product, campaign, a text value, quality score, whether the phone or email already exists, whether the lead bought, a clicked short link, hour of day, day of week and following the business on Instagram. With several conditions choose All (and) or Any (or).

Test and turn it on

Before turning it on, click Test run. For a webhook automation click Listen for a webhook and send a real request; for other triggers Pick a lead to test with and then Run on this lead. You can also run a single step with Run only this module. When everything works, click Save and switch it to On.

Follow the runs

In the History panel every run shows as a numbered run, with its status (success, failed, skipped, waiting) and what was sent at each step. The card of an automation that failed is marked "Failed".