How do I create an Automation Plan or Setting Up an Automation

How do I create an Automation Plan or Setting Up an Automation

Why Use Automations?

Automations in PropSpace streamline repetitive tasks, ensuring necessary actions are taken without manual intervention. This enhances efficiency, improves response times, and helps your team stay organised. 

How to Create and Manage Automation Rules. 

  1. Navigate to Automation Settings
    1. Go to Admin > Automations.
    2. Select "Advanced Automation".
  2. Create a New Automation
    1. Click "Create Automation" or "New".
    2. Enter a Name for the automation.
    3. Set the Status (Active or Inactive).
    4. Choose the Module (Listing, Contact, Deal, or Lead).
  3. Define the Trigger & Criteria
    1. In the Criteria section, set the condition that will trigger the automation:
      1. When a record is created – Triggers when a new record is added.
      2. On change of field values – Triggers when specific fields are updated.
      3. When a record is created or updated – Triggers for both new and modified records.
      4. When a record is not updated – Triggers if a record remains unchanged for a set number of days.
    2. Apply filters to refine the automation (e.g., only notify if the lead is a buyer and not a tenant).
  4. Set Up the Actions
    1. Choose what happens when the automation is triggered:
      1. Create a task (e.g., assign a follow-up to an agent).
      2. Send an email (to one or multiple recipients).
      3. Update record fields (e.g., change lead status to "Follow-up Required").
  5. Save & Activate
    1. Click "Save Automation" to finalize the setup.
    2. The automation will now run whenever the defined conditions are met.

Managing & Editing Automations

To edit an existing automation;
  1. Go to Admin > Automations.
  2. Select the automation rule you want to modify.
  3. Make the necessary changes and click "Update".

Customization & Flexibility

PropSpace allows you to mix and match triggers, conditions, and actions to fit your company’s workflow. Whether you need alerts for new leads, automated follow-ups, or task assignments, you can tailor automation rules to meet your specific business needs.

    • Related Articles

    • Creating and Managing User Accounts

      Creating and Managing User Accounts How to Create and Manage User Accounts in PropSpace: Creating a New User: Navigate to 'Admin' and select 'Users'. Click on 'Add New User'. Enter the user details, including name, email, role (Agent, Admin, ...

    • Managing User Roles and Access Levels

      Managing User Roles and Access Levels How to Manage Roles and Define Access Levels: Defining New Roles: In the 'Admin' section, select 'Roles'. Click 'Create New Role' and define the role name and its permissions. Assign the newly created role to ...

    • User Permissions and Security Settings

      User Permissions and Security Settings How to Configure User Permissions and Security Settings: Setting User Permissions: Go to the 'Users' section and select a user. Click 'Edit' and navigate to the 'Permissions' tab. Adjust the permissions ...

    • Managing Calendar Notifications

      Managing Calendar Notifications How to Use Calendar for Scheduling and Notifications: Setting Up Calendar Events: Access the 'Calendar' section from the main menu. Click on 'Add Event' and choose the type of event (viewing, meeting, reminder). Fill ...

    • Customizing PropSpace Settings

      Customizing PropSpace Settings How to Customise General Settings in PropSpace: Accessing Settings: Navigate to the 'Admin' section and select 'Settings'. Browse through various settings categories like General, Leads, Listings, Reports, etc. ...