Help Support

TL;DR: Email Automation

Automate your sales follow-ups: Lead16 lets you create email sequences that send automatically based on triggers (new lead, stage change, time delay). Set up drip campaigns, schedule follow-ups, and personalize emails with lead data. No need for separate automation tools like Mailchimp or ActiveCampaign - it's built into the CRM.

Create Automation Email Guide

Automation & Workflows

Automate repetitive tasks and never miss a follow-up with Lead16's automation features.

Types of Automation

1. Time-Based Rules

Automatically take action when leads have been in a stage for a specified time.

Example: If a lead stays in "Contacted" for 7 days without moving, send a reminder email.

2. Stage Automations

Trigger actions when a lead moves to a specific stage.

Example: When a lead moves to "Won", automatically send a welcome email.

Setting Up Time-Based Rules

  1. Go to Settings → scroll to Rules & Automation
  2. Click Add Time-Based Rule
  3. Configure:
    • Trigger Stage: Which stage to monitor
    • Days in Stage: How long before triggering
    • Action: What happens (move stage, send notification, send email)
    • Target Stage (if moving): Where to move the lead
  4. Click Save Rule

Available Actions

  • Move to Stage: Automatically advance or regress a lead
  • Send Notification: Alert you or team members
  • Send Email: Send a templated email to the lead

Setting Up Stage Automations

  1. Go to Settings → scroll to Stage Automations
  2. Click Add Stage Automation
  3. Configure:
    • Name: Descriptive name for this automation
    • From Stage (optional): Previous stage
    • To Stage: Stage that triggers the automation
    • Email Template: Subject and body of the email
  4. Click Save

Email Templates

Variables

Use these placeholders in your email templates:

  • {{lead.name}} - Contact's name
  • {{lead.company}} - Company name
  • {{lead.email}} - Email address
  • {{lead.dealValue}} - Deal value
  • {{user.name}} - Your name

Example Template

Subject: Welcome aboard, {{lead.company}}!

Hi {{lead.name}},

Thank you for choosing to work with us! We're excited to have
{{lead.company}} as a client.

Your dedicated contact is {{user.name}}.

Best regards,
The Team

Quick Actions

Quick action buttons allow one-click stage moves:

Setting Up Quick Actions

  1. Go to Settings → scroll to Quick Actions
  2. Click Add Quick Action
  3. Configure:
    • Stage: Which stage shows this button
    • Label: Button text (e.g., "Won", "Lost", "Follow Up")
    • Target Stage: Where to move the lead
    • Color: Button appearance
  4. Save and the button appears on lead cards

Use Cases

  • "Won" button on Proposal stage → moves to Won
  • "No Answer" button on Contacted → moves back to New Lead
  • "Meeting Booked" button → moves to Qualified

Lead Indicators

Visual indicators help you spot leads needing attention:

Creating Indicators

  1. Go to Settings → scroll to Lead Indicators
  2. Click Add Indicator
  3. Configure:
    • Label: Description (e.g., "Stale Lead")
    • Emoji: Visual indicator (e.g., 🔥, ⚠️, ❄️)
    • Condition: When to show (days since created, activity, or stage change)
    • Operator: Less than, greater than, or equals
    • Value: Number of days
  4. Save and indicators appear on matching leads

Example Indicators

  • 🔥 Hot Lead: Days since created < 3
  • ⚠️ Getting Cold: Days since activity > 14
  • ❄️ Frozen: Days in stage > 30

Best Practices

  1. Start simple: Begin with 1-2 automations and expand
  2. Test thoroughly: Create a test lead to verify automations work
  3. Monitor results: Check if automations are triggering correctly
  4. Don't over-automate: Keep human touch for important communications
  5. Review regularly: Disable or update automations that aren't working