How do I set up automated email flows?
Send the right email at the right time — automatically. Confirmation on lead creation, follow-up after 24 hours, reminders if no reply, internal notifications on status changes. All without manual work.
TL;DR
Campaign Settings → Automations → New automation rule. Choose a trigger (status change, lead created, time delay), add conditions to narrow the scope, and set a "Send email" action. For instant reactions (file upload, booking, field change), use action listeners instead.
Get started in 5 steps
Go to Campaign Settings → Automations → New automation rule.
Set the trigger: e.g. "Status changed to Contacted", "Lead created", "Field X updated", or "Time since creation > 48 hours".
Add conditions to filter which leads qualify — by select field, postal code, assigned person, tags, etc.
Add a Send email action and select your template. Add a Delay action before it if needed (e.g. "wait 2 hours, then send"). For multi-step flows, increase "Max. fires per order/lead".
Save and test using a preview lead. Check the sending history to confirm emails are triggered correctly.
Read more⌄
Multi-step sequence example
Status = Quote sent → Send email 1 immediately → Wait 24h → Check lead still in same status → Send follow-up email → Wait 72h → Check not contacted yet → Send final reminder
Automations vs. action listeners
Automations run on a schedule or trigger — good for status-based flows, timed follow-ups, welcome sequences.
Action listeners fire instantly on a specific event — file upload, checklist submitted, specific field updated, booking created, web page visited. Best for real-time customer confirmations and internal alerts.
Rule: use automations for sequences → use action listeners for immediate reactions.
Common issues
- Emails stop after first send: check "Max. fires per order/lead" — increase for multi-step flows.
- Emails don't send at all: check spam protection rules and conditional send requirements on the template.
- Wrong timing: verify delay settings and whether the trigger condition is re-evaluated correctly at each step.
Common searches
automated email flow • automation rule email • status change send email • follow-up email automation • action listener email
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