Automations in Found

Overview

Automations help you streamline repetitive tasks and ensure consistent follow-ups without manual intervention. When specific events occur in your CRM, like receiving a new enquiry or booking a visit, automations can automatically create tasks for your team members.

Automations are found in Settings > Automations and consist of three main components:

1. Trigger: The event that starts the automation (e.g., when a new enquiry is created)

2. Conditions: Optional filters that must be met (e.g., only for phone enquiries)

3. Action: What happens automatically (e.g., create a phone call task)

Currently, automations can create tasks automatically. Email, SMS, and alert actions are coming soon.

How to set up an automation

Follow these steps to enable and configure an automation:

Step 1: Navigate to automations

1. Go to Settings in the main navigation

2. Click on Automations

Step 2: Choose a category

Select either tab:

• Enquiries: Automations related to enquiry management

• Bookings: Automations related to booking management

Step 3: Browse available automations

Automations are organised into sections:

• External messaging: Email and SMS communications (coming soon)

• Internal messaging: Team alerts (coming soon)

• Tasks: Automatically create tasks for your team (available now)

Step 4: Enable an automation

1. Find the automation you want to use

2. Click the Enable automation button

3. You'll be taken to the configuration page

Step 5: Configure location assignees

For the automation to work, you must assign team members by location:

1. Select a location from the dropdown

2. Choose which team member should receive or own the automated task

3. Repeat for additional locations if needed

4. At least one location must have an assignee before you can save

Step 6: Save your automation

Click Save to activate the automation. It will now run automatically when the trigger conditions are met.

How to manage existing automations

Edit an automation

1. Navigate to Settings > Automations

2. Find the automation you want to change

3. Click Manage on the automation card

4. Update location assignees as needed

5. Click Save

Disable an automation

1. Open the automation you want to disable

2. Click Edit workflow in the top right

3. Select Disable automation

4. Confirm your choice

The automation will stop processing new events but will remain in your system. You can re-enable it at any time.

Available automations

Enquiry automations

Tasks:

• Create brochure task for new enquiries: Automatically reminds your team to send brochures when enquiries come in

• Create phone call task for new enquiries: Automatically creates a phone call task for new enquiries

• Create a phone call task after a missed call or voicemail: Ensures missed calls are followed up promptly

External messaging:

• Send acknowledgement email when enquiries come in

• Send confirmation email when visits are booked

• Send confirmation email when assessments are booked

• Send reminder email 24 hours before a visit

• Send reminder email 24 hours before an assessment

• Send an SMS after a missed call or voicemail

Internal messaging:

• Alert team when enquiries go unattended

• Alert finance team when residency is booked

Booking automations:

• Review respite booking when provisional end date passes: Creates a review task when provisional respite bookings reach their end date

• Close respite booking when fixed end date passes: Automatically closes respite bookings on their fixed end date