Growth

Automations

Rules that email families, create tasks and alert your team when something happens, so follow-ups go out even when nobody is at a desk.

Automations: stage tabs across the top and the rule cards for New Lead
Fig. 41Automations: stage tabs across the top and the rule cards for New Lead

How the page is laid out

  • Tabs across the top follow your pipeline stages (New Lead, Contacted, Tour Scheduled and so on), each with a count, plus Notify centre. The waitlist keep-in-touch rule sits under the Waitlisted stage.
  • Each stage tab lists its rules with the trigger and an On/Off state. Everything is off until a manager arms it.

Built-in rules

RuleTabWhat it does
New enquiry auto-replyNew LeadEmails a family who enquires through a website form. Manually captured enquiries are not auto-answered.
Missed inbound callNew LeadCreates a Return the family's call task due two hours later, whatever the stage. On from the start.
Tour booked confirmationTour ScheduledEmails the family with a calendar invitation for Google, Apple or Outlook.
Director's tour taskTour ScheduledGives the centre's directors a Host the centre tour task. On from the start.
Tour reminderTour ScheduledEmails or texts the family before each tour. Add several (for example 2 days, 1 day and 4 hours before) with the + on the first row.
Family changed their tourTour ScheduledTells the people you tick when a family moves or cancels their own tour, with old and new times.
Waitlist keep-in-touchWaitlistedWrites to every waiting family on a repeating cadence.
Notify centreNotify centreEmails the hosting centre when a tour is booked or moved, with who is coming and how to reach them.

Rules every stage has

  • When a family enters [stage]: runs when a family is moved into the stage. A family re-entering within seven days is skipped, so a corrected drag never fires twice.
  • Still in [stage] after a while: fires once after a family has sat in the stage for a set time (3 days up to 60 days). Families already far past the line are left alone when you switch it on.
  • After entering [stage]: fires a set time after the family arrived, wherever they are now. Switch on only while the family is still in this stage to limit it.

Set up a rule

An automation rule expanded: email template, send time, survey and task settings
Fig. 42An automation rule expanded: email template, send time, survey and task settings
  1. Open the stage tab and click the rule.
  2. Choose an email template. The eye icon previews it as the family will read it.
  3. Choose the send time: immediately, after 5 or 15 minutes, 1 or 4 hours, or Custom (up to 30 days).
  4. Optionally add an SMS and a survey (the survey link rides the email).
  5. Optionally add one or more tasks: title, type, due (same day to a week later, at a time), and assignee (the consultant, a centre director, a CRM manager, an admin assistant or one named person).
  6. Optionally alert your team: the centre, organisation, consultant, CRM managers, directors or any address.
  7. Press Save changes and switch the rule on.
DelaysHeld mail isn't withdrawn if the family moves on first. Use waits of days only for stages families settle in, not ones they pass through.

Updated 2026-11-06 · nurtra.ai