Automatically Send Emails Based on Lead Progress

Automation rules allow the CRM to send emails without any manual effort as leads move through intake stages. This ensures families receive the right information at the right time keeping progress smooth and on track.

With automation, your team spends less time chasing paperwork and more time helping clients.

How to Create an Automation Rule

1. Go to Settings → Rules
2️. Click + New Automation

3️. Configure your rule:

• Template
  Select the email template that will be sent
  

• Stage
  Choose the lead status that should trigger the email
  (Example: Docs Pending, VOB Pending, AUTH, etc.)
  
  
  
  

• Schedule
  Decide when the email should be delivered:
  → Immediately when the stage changes
  or
  → At a specific time and/or repeated schedule
  

• Days of Week
  Useful for reminders — choose which days messages should go out
  (Mon–Fri is common)
  

• Send Mode
  Choose how document links are shared:
  • All links in one email — single message with everything included
  • One email per document — helpful for step-by-step completion
  

Click Save and your automation becomes active immediately.

 Best Practice Tips

1. Set at least one automation for every major lead stage

2. Test new rules using your own email first

3. Keep subject lines short and clear for mobile users

4. Avoid sending too many reminders in one day

5. Review rules monthly to adjust timing or messaging

Automation ensures no lead falls behind due to missed outreach.