Settings
Automations
Send an email or a form automatically when someone subscribes, books, registers, enrolls, joins your community or submits a form.
An automation is a simple rule: when this happens, do that. Settings → Automations ("Send emails and forms automatically when things happen across your portal.") lists every automation across your portal.
When to use this
- Welcome every new subscriber or community member.
- Send an intake form when someone books a session.
- Send logistics when someone registers for an event.
- Deliver the free guide you promised when someone fills in a form.
| If you want… | Use |
|---|---|
| One email or form right after something happens | An Automation |
| A sequence of messages over days or weeks | A Private Path |
| A one-off update to everyone | An announcement |
| Instagram replies to comments and DMs | AutoDM |
What can trigger an automation
| Context | Trigger | Actions |
|---|---|---|
| Portal | User becomes an active subscriber | Send Email, Ask to Fill Out Form |
| Community | Someone joins the community | Send Email, Ask to Fill Out Form |
| Sessions | Session type booking created (for one session type) | Send Email, Ask to Fill Out Form |
| Events | Event registration confirmed (for one event) | Send Email, Ask to Fill Out Form |
| Courses | Course enrollment succeeded (for one course) | Send Email, Ask to Fill Out Form |
| Forms | Form response submitted (for one custom form) | Send Email |
The two actions:
- Send Email: an email with a Subject and a rich-text Body, sent To the person who triggered it.
- Ask to Fill Out Form: emails one of your custom forms ("You're invited to fill out: …"), with an optional Subject and Message.
Create an automation
Start a new automation
Go to Settings → Automations and click New Automation. Choose a context: Community, Portal, Forms, Sessions, Courses or Events. For forms, sessions, courses and events, pick which one.
Choose trigger and action
Under When this happens..., the trigger is usually filled in for you. Under I want to..., choose Send Email or Ask to Fill Out Form. Click Continue.
Write the message
Fill in the fields. Click Compose Email Content to write the body. Type @ in a text field to insert a personal detail, such as the person's name or the event title.
Test it (optional)
Click Test Action, enter sample values, and click Run Action.
Name and save
Click Continue to Review. Give it a Name, check the Summary and Email Preview, leave Enable this automation on, and click Save. Or Save as Draft to finish later.
You can also create automations from the Automation tab on an event, course, 1:1 session type or custom form, and from Portal subscription automations on Customers & Subscribers.
Manage automations
In the list, use the Enabled switch to pause or resume one, and the ⋯ menu to Edit or Delete…. Filter by Context or search by name.
Ideas
| When | Do |
|---|---|
| Someone subscribes | Welcome them and point them to your community, Paths and best content. See the welcome email guide. |
| Someone joins your community | Explain how to introduce themselves and where to start |
| A session is booked | Ask them to fill out your intake form |
| Someone registers for a retreat | Send a packing list and logistics |
| A custom form is submitted | Send next steps, or the resource you promised |
| Someone enrolls in a course | Say hello and suggest how to pace it |
Good to know
- Each automation does one thing. For two emails, create two automations.
- Automations send right away. There's no delay or day-by-day drip yet. For a timed sequence, use Private Paths.
- You can't add extra conditions to a trigger; scope comes from the event, session type, course or form you chose.
- Ask to Fill Out Form works with custom forms only.