Digital Back Office · Automations

Let the routine follow-ups run themselves.

Automations in Digital Back Office are simple “when this happens, do that” rules. Set one up once, and the tags, tasks, notes and emails that usually depend on someone remembering happen on their own.

Talk through what to automate See Digital Back Office
When a form comes inTag the lead, assign a task, start a follow-up
When a customer changesNew contact, new stage, birthday or feedback
On a scheduleDaily, weekly or monthly

What can start an automation

Pick the moment that matters.

Each rule starts with one trigger. These are the triggers available today.

CUSTOMERS

Customer moments

  • A new contact is added, or a contact is updated.
  • A contact’s lifecycle stage changes, for example from lead to customer.
  • It’s a customer’s birthday.
  • A customer leaves a feedback (NPS) score.
SALES

Sales and accounts

  • A deal moves to a new stage.
  • A deal runs past its expected date.
  • A lost deal is due for a second look, 180 days later.
  • An account’s renewal is 30 days away, or an account is flagged at risk.
FORMS & TIME

Forms, email and the calendar

  • A website form is submitted, including one specific form.
  • An email campaign is sent.
  • A schedule you choose: every 15 minutes, hourly, daily, weekly or monthly.

What an automation can do

Up to ten steps, in order.

When the trigger fires, the rule runs its steps automatically. You can test a rule before turning it on, pause it any time, and see a history of every time it ran.

ORGANIZE

Keep records tidy

  • Add a tag to the contact.
  • Add a note to the record.
  • Mark an onboarding milestone.
  • Take someone out of a follow-up sequence.
ASSIGN

Put work on someone’s list

  • Create a task for a teammate.
  • Post a message to a Slack channel or send a Slack direct message.
  • If no one emails, completes the task or adds a note within the time you set, run an escalation, such as alerting a manager.
REACH OUT

Follow up and connect

  • Send an email to the contact.
  • Send the details to another app through a secure webhook.
  • Pair with follow-up sequences, form rules and booking rules for text-message and email follow-ups.

Ideas to start with

Examples of rules a local business might set up.

These are illustrations of what the triggers and steps above allow, not customer results.

For new leads

  • When the “Request an estimate” form is submitted: tag the contact “estimate request,” create a task for the estimator, and send a thank-you email.
  • When a contact becomes a customer: create an onboarding task and post a heads-up in the team’s Slack channel.

For the rest of the year

  • Once a week: create a task to review open estimates.
  • Thirty days before an account renews: create a follow-up task.
  • On a customer’s birthday: send a short note from the business.

Good to know

Automations work inside Digital Back Office.

Rules act on the contacts, deals, forms, tasks and emails in your Digital Back Office. Connecting other software uses webhooks and may need some technical setup. Text messages are sent through follow-up sequences and booking reminders rather than from rules. Email steps need a verified sending address, set up with you.

Start small

Tell us which follow-up keeps slipping.

Most businesses start with one rule that saves a daily headache: the estimate that never got a reply, the new customer who never got a welcome. The existing contact form is the place to start; pricing and scope are confirmed with you before anything is set up.

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