How to Create an Automation?

Automations Overview

Automations help you save time by triggering actions automatically based on specific events in WelcomeHome. Whether you want to schedule activities, send messages, or reassign prospects, automations work 24/7 so you don't have to manually manage every task.

How to Create an Automation

1. Navigate to Global Setup > Automations and select Create an Automation.
2. Enter a descriptive title that reflects both the trigger and action (e.g., "Send welcome email to new prospects").

3. Specify the automation type:

   • Referrer or Prospect

   Additional configuration options will appear based on your selection.

4. Build your filter logic to define when the automation triggers. Adjust filters as needed to create the specific conditions your automation requires.

Step 1: Set Up Your Trigger

A trigger is the event that starts your automation. Here's how to configure it:

1. Select your trigger event (the action that will start the automation).
2. Under the trigger configuration, you'll see two key options:
   • Once per record – Choose whether the automation runs just once per resident or each time the trigger event happens.
   • Include historical profiles – This determines whether the automation applies to past events or only future ones. Enable this if you want the automation to apply to events that happened before you created the automation.

Best practice: Use "Include historical profiles" carefully—it may trigger your automation on many existing records at once.

Step 2: Choose Your Action

Select what you want the automation to do. WelcomeHome supports four main action types. Choose the section below that matches your needs:

Schedule an Activity

Activities are tasks, calls, notes, or tours you want to schedule automatically.

Activity Details section:

• Participants – Who should this activity be assigned to?

Additional Settings section:

• Cancel on – What should happen if the scheduled time is in the past?
  • Ignore Activity – The action won't run.
  • Schedule for Current Time – The action runs immediately instead.
• Only schedule during business hours – Check this to prevent activities from being scheduled outside your business hours.
• Related Activity – Enable this so the activity appears nested under the triggering activity on the resident's profile. This helps show the connection between related tasks.

Send an Email or Text

Keep your team and residents connected with automated messages.

Message Details section:

• To – Who receives this message?
• From – Who is sending it?
• Send message template – Choose your pre-written message.

Delivery Details section:

• Send communication – Choose whether to send immediately or at a specific time.

Additional Settings section:

• Only send during business hours – Check this to avoid sending messages outside your operating hours.

Best practice: Use message templates to ensure consistent, professional communication.

Send a Calendar Invite

Automatically schedule meetings with residents or team members.

• Send message template – Choose your calendar invite template.
• Assign to – This person will be the calendar event organizer.

Reopen a Prospect

Automatically move a prospect back to active if certain conditions are met.

• Reassign to – Choose who the prospect will be assigned to after reopening.

Step 3: Set Timing (if applicable)

If your automation involves scheduling or sending at a specific time:

1. Choose your Time Amount (e.g., 2 days, 3 hours).
2. Select your Time Unit (days, hours, etc.).
3. Set Before or After – Specify if this happens before or after your trigger event.

Note: The "Before or After" setting appears below the Time Amount and Time Unit fields, not inline.

Step 4: Review and Save

Double-check your trigger and action settings, then save your automation. It will start running immediately.

If you have any questions, please contact [e-mail] or call [phone].