Automations make running your business more efficient. Gone are the days of manually sending emails, with automations you can create one email/text that can be personalized to your contacts! Learn how to build automations in this article.

Content

  1. Lifecycle Automation

    1. Creating Automation

    2. Cloning Automation

  2. Building Automation for Sales Pipeline

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Lifecycle Automation

Creating Automation

You can find these settingsunder My Agency > System Settings > Lifecycle Automation (must be admin user)

Execute steps on business days only

Recommended setting = YES

With this on, Agency Zoom will only execute automation steps on business days.

Why we like this - It helps make automated emails and text seem more realistic. Additionally, the Lead/Customer is more likely to get a response from someone in your office that same day.

Automatic Unenrollment - Leads

Recommended setting = YES

With this on, Agency Zoom will automatically unenroll leads from an automation sequence when any one of the following occurs:

  1. The lead replies to one of the emails/text in your sequence.

  2. The lead sends an email/text to you, not as part of the sequence, from the email address/phone number that was enrolled.

Why we like this - Let's say there is a lead that replies back to you an email/text and says "I'm ready to move forward". The last thing you want is for that lead to receive an automated follow-up email that continues to ask if they want to move forward. This setting removes the burden of having to manually remember to turn automation off for a specific lead.

Automatic Unenrollment - Onboarding

Recommended setting = NO

With this on, Agency Zoom will automatically unenroll Customers from the Onboarding sequence automatically when any one of the following occurs:

  1. The Customer replies to one of the emails/text in your sequence.

  2. The Customer sends an email/text to you, not as part of the sequence, from the email address/phone number that was enrolled

Why we recommend this to be off - Onboarding is different then prospecting. More than likely you want your new customer to receive all communication during the onboarding process. Even if they reply to a specific email/text.

Automatic Early Recycle

Recommended setting = YES

With this on, Agency Zoom will automatically recycle back Smart-Cycle leads to the NEW stage early when any one of the following occurs:

  1. The lead replies to one of the emails/text in your Smart-Cycle sequence.

  2. The leads sends an email/text to you, not as part of the sequence, from the email address/phone number that was enrolled.

Why we like this - Smart-Cycle is a great feature that helps you get unsold leads out of your active pipeline and onto the back burner. This allows Agency Zoom to nurture them automatically and recycle them back into your pipeline at the perfect time, so you can close them in the future.

What if a lead in the Smart-Cycle bucket replies to one of the automated nurturing emails/text and says "Can you quote me now?" More than likely, you want that lead to be in your active pipeline right then and there. This setting will do that automatically! Super cool!

What you'll see in the Activity history when we unenroll a lead/customer

We'll insert an activity card that looks like this:

That way you can always keep track of who you've contacted and where they're at in the selling process!

Cloning Automation

**In order to build automation, the Agency Zoom user must have Admin permission level **

Cloning Touchpoints

If you’ve added an automated step that you’d like to use again on the same or in a different pipeline, you can go to the three dots on the right-hand side of the automation step and select ‘Clone’.

Once clicked, a popup window will appear asking you which workflow stage you’d like to clone to.

You can make your selection in the dropdown, then hit ‘Confirm’.

This will take you to the automation stage where you cloned the touchpoint.

You will now see the touchpoint in the workflow

Cloning a Full Automated Workflow

If you have already built a full workflow that you would like to duplicate on a different pipeline, you can clone that as well. Once you are on the page with the automated workflow you would like to clone, click on "Actions" on the top right of the screen.

Once clicked, a popup window will appear asking you which workflow stage you’d like to clone to. You can make your selection in the dropdown, then hit ‘Confirm’. This will take you to your selected workflow stage that you cloned the step to. You will now see the touchpoint in the workflow

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Building Automation for Sales Pipeline

Step 1. Navigate To Lifecycle Automation

Once you’ve built a pipeline, you can set each stage up to be automated for your customers and leads in the Lifecycle Automation tab.

Step 2. Select the Pipeline you want to build automation for

Underneath Prospecting on the left-hand side, you’ll now see custom pipelines that you’ve added, along with the standard pipelines you started out with.

Click on any of these pipeline names and their corresponding stages will appear underneath.

Click into the stage that you’d like to build out an automated workflow for.

Step 3. Create the Workflow

You’ll be able to add Automated Steps for the stage you’ve selected in your pipeline. You can do this by clicking ‘Add Automated Step’ in the top right corner and selecting from the options below:

  • Add Automated Step

    • Send an Email

    • Send a Text Message

  • Add a Task

    • ToDo

    • Call

    • Email

  • Add a Notification

    • Reminder

NOTE: You’ll have these same options if you select the dropdown in the ‘Add Automated Step’ button.

Step 4. Continue to build out your timeline of touchpoints for each stage

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