Automations are crafted to alleviate manual work by automatically executing actions such as sending emails or SMS when specified events trigger within your CRM. Each automation consists of essential components: Trigger, Action, Optional Timing, Optional Conditions, and Post Actions.
What Are These Key Components?
What Are These Key Components?
Trigger (When this happens): This is the event that kicks off the automation.
Action (Do this): The action that automatically occurs when the trigger is activated.
Optional Timing: Specify when the action should occur, whether immediately, after a certain duration, or ahead of a particular date.
Optional Conditions: Limit the automation to execute only when specific criteria are met.
Post Actions: After completing the primary action, post-actions can automatically update the status of leads or jobs, keeping your pipeline accurate without manual intervention.
These components work together to create efficient, rule-based workflows that align with your business processes.
Accessing the Automation Center
To begin using automations, follow these steps:
Log in to Movermate.
Navigate to the Settings menu.
Locate and select the Automation Center.
Here, you can create new workflows, view existing ones, and enable or disable automations.
Creating a New Automation
Click Add Automation to start. You’ll have two options:
Create from Scratch: Build a customized workflow.
Use the Library: Start with a pre-built template for common workflows.
Creating an Automation From Scratch
Follow these steps to create a new automation:
Step 1: Enter a Workflow Name
Provide a clear, descriptive name for your workflow.
Step 2: Choose a Trigger (When this happens)
Select an event to start the automation. Common triggers include:
Lead Triggers: Lead created, lead converted to job, lead status change (e.g., New, Quoted, Follow Up).
Job Triggers: Job created, job status change (e.g., Scheduled, Confirmed, Completed).
Invoice Triggers: Invoice status change (e.g., Sent, Paid, Overdue).
Step 3: Set the Action (Do this)
Define the action to take place after the trigger is activated. Common actions include:
Send an email
Send an SMS (if enabled)
Update lead/job status (post action)
Step 4: Choose the Recipient (Who it sends to)
Select the recipient (Customer, Admin, Lead/Representative), and choose whether to send via email or SMS.
Step 5: Select the Email Template
Pick a pre-made template (e.g., Booking Confirmation, Follow Up 1) for consistency and branding.
Step 6: Set Timing
Choose when the action should trigger:
Immediately
After a set time (minutes, hours, or days)
Ahead of a specific date (ideal for reminders).
Step 7: Add Conditions (Optional)
Specify conditions for the automation to run, e.g.:
Job Type = Moving
Source = Google
Branch = Brisbane
Step 8: Post Actions (Optional)
Automatically update lead/job statuses after the action, e.g.:
Move lead status from Quoted → Follow Up 1
Mark a lead as Contacted
Update job status after customer confirmation
Step 9: Save and Activate
Click Save or Add Workflow to activate the automation. It will appear in My Automations.
Create Automation From the Library
If you prefer not to start from scratch, you can choose a pre-built automation template:
Click Add Automation.
Select From Library.
Choose a template (e.g., lead created confirmation, reminders, follow-ups).
Customize the trigger, template, timing, conditions, and recipients.
Save the automation.
This option is ideal for standard workflows used by most moving companies.
Managing Your Automations
From the Automation Center dashboard, you can:
Enable or disable workflows using the toggle switch.
Edit workflows to adjust triggers, timing, conditions, templates, or recipients.
Delete workflows that are no longer needed.
View automation history in the Automation Queue.
FAQs
FAQs
1. Can I restrict a specific source from receiving emails?
Not directly, but you can use automation conditions. Create a source (e.g., “Client A”) and set a condition like Source ≠ Client A to exclude them.
2. Can I restrict emails using tags?
Yes. Add a tag to the lead/job and use a condition like Tag ≠ [specific tag] to prevent emails from being sent.
3. What are Post Conditions in automations?
Post Conditions automatically update lead status after an action (e.g., sending an email). This helps create automated workflows like follow-up sequences without manual updates.
4. How can I track automated emails?
Go to Settings → General Settings → Automation Queue.
Here you can view sent/queued emails, check status, and delete if needed.
Automated Lead Follow-Up Funnel
Automated Lead Follow-Up Funnel
Step 1 — Create First Automation Rule (Send Follow-Up Email)
Trigger: Lead Quoted
Condition: Source = “Website Form”
Action: Send Email — “Follow-Up 1”
Post Condition: Change Lead Status → Follow-Up 1
Meaning:
Once the lead is quoted and the email is sent, the system will automatically update the lead status to Follow-Up 1, starting the follow-up process.
Step 2 — Create Second Automation Rule (Assign Follow-Up Agent)
Trigger: Lead Status Changed
Condition: Status = Follow-Up 1
Action: Send Email — “Follow-Up 2”
Post Condition: Change Lead Status → Follow-Up 2
Meaning:
After the lead status is updated to Follow-Up 1, the system will send the next follow-up email and update the lead status to Follow-Up 2.
Step 3 — Create Third Automation Rule (Send Follow-Up Reminder)
Trigger: Lead Status Changed
Condition: Status = Follow-Up 2
Action: Wait 1 day → If still not updated, send reminder email to client
Post Condition: Change Status → Follow-Up 3
Meaning:
If no updates are made after Follow-Up 2, the system will send a reminder email and update the lead status to Follow-Up 3, marking the third follow-up attempt.
Step 4 — Create Final Rule (Mark Lead as Lost)
Trigger: Lead Status Changed
Condition: Status = Follow-Up 3
Action: Send Final Email — “We’ve closed your inquiry"
Post Condition: Change Lead Status → Lost
Meaning:
If there’s no update after Follow-Up 3, the system sends a final email and marks the lead as Lost, ending the funnel. The system will no longer attempt to follow up with this lead.
Final Lead Automation Funnel Flow
Lead Created → Welcome Email Sent → Status = Quoted → Follow-Up 1 → Follow-Up 2 → Follow-Up 3 → Final Reminder Email → Status = Lost
By using Post Conditions, you create an automated lead funnel that progresses smoothly through stages like Quoted, Follow-Up 1, Follow-Up 2, Follow-Up 3, and Lost, without the need for manual updates.
For any inquiries, please reach out to the Movermate Product Experts at [email protected].We're here to help!