Where templates come from
Open Automations → Templates. You also see the templates when you choose New automation. You see two groups:
- Your workspace. Automations that people in your workspace saved as templates.
- Library. Saved, ready-to-customize automations, such as "Birthday greetings & reminders". These are also called recipes.
Templates are grouped by label, such as "Stay in touch" or "Leads". Each card shows who goes through and what you choose, for example an email and a list. Use the label filter and the search to find a template.
Organize templates with labels
Each template has one label. Labels are your workspace's own:
- Change label on a card gives that template another label, or none. A library template's new label is for your workspace only.
- Rename next to a label renames it on every template in your workspace that has it.
People with CRM configure permission can change library labels and rename labels. You can change the label of your own templates. An automation made from a template gets the template's label.
Use a template
Find the template. Choose Use template.
Choose each item the template needs. Every template asks the same way: Email, List, Tag, Pipeline and stage, Person, Form, or text such as a Page address. Each item says what it does and which step uses it.
You can leave an item at Skip for now. You choose it in the builder later.
Choose Make the draft. The draft opens in the builder. It does not run until you publish it.
Some templates can make a new email from their own design. Choose A new email from the template's design. The email is yours, and you can change it in Email.
Each item you skip goes on the list Before you publish in the builder. Choose it there. Then publish the automation.
If your workspace has nothing to choose for an item, skip it. Make the item later, for example an email list. Then choose it in the builder.
Birthday greetings & reminders
Choose this recipe from Automations → Templates → Library or New automation. Choose the email list. Keep A new email from the template's design to make your own email. It has an animated GIPHY header and opens in the visual builder. The recipe makes a draft. It does not start sending when you make the draft.
The recipe has two date checks in your selected time zone:
- Two days before the birthday, starting at 8 AM: a grouped reminder for the contact owner, in the app and by email. Contacts without an owner go to the fallback recipient, or the person who published the automation.
- On the birthday, starting at 9 AM: the birthday email, only for contacts who may receive marketing email on your chosen list.
Open either date check to change the days, time or time zone. Turn off Enable this date check to stop that check. Open the reminder step to choose recipients, channels, fallback, message and grouping. A grouped reminder must be the first action on its path; conditions can come before it. Turn grouping off if you need other actions first.
Edit the email in Email → Templates. Publish the email, then publish the automation to use its latest version. You can change or replace every step in your copy, and save that copy as a workspace template.
Use Pause to turn off the whole automation, and Resume to turn it on. The recipe skips missed days by default, so resuming does not send a backlog. Queued checks also stop if the birthday changes, or the automation is republished. Each yearly email step sends at most once per contact per year. February 29 birthdays use February 28 in years without February 29. Date checks scan contacts in batches, so delivery can take time after the hour you choose.
The reminder also lists people who cannot get email. Open View contacts in Notifications to see each person's birthday and a link to their record. You can also see who can get the email. We check this again before we send it. Your own alert settings still apply.
Home anniversary greetings & reminders
Choose this recipe from Automations → Templates → Library. Choose your list and keep the new email design to get an editable, animated "Home sweet home" greeting. This makes a draft. Review the email and publish when ready.
The recipe reminds the contact owner two days before, at 8 AM in your chosen time zone. It sends the home anniversary email at 9 AM on the date. The email goes only to contacts who may get marketing email on your chosen list.
It uses the contact's Home anniversary date. Marking a buyer's deal won fills this date if it is empty. It keeps any date you have already saved. Check the date on the contact record before you start. The first anniversary is one year after the purchase, so this recipe does not send a closing-day greeting.
Change either date check, the email or the reminder just as you would for the birthday recipe. You can turn each check off, or pause the whole automation. The reminder groups contacts by owner and includes record links and email status. It can still remind you about people who cannot get email. Contacts with no home anniversary date are skipped.
New property signup welcome series
Choose this recipe and the list used by your property signup form. Keep the three new email designs to get editable copies. Each starts as a draft.
The series starts when a contact subscribes to your chosen list. Double opt-in lists wait for email confirmation. A website account alone does not start it. Your signup form or connection must add the contact to this list with permission.
The first email welcomes them at once. Two days later, the next email asks about their home search. The third offers help three days after that. Each email checks whether the contact can still receive email from your list.
Edit each email in the visual builder. Change delays and steps in the automation. Publish the emails and automation when ready. Each contact goes through once. Use Pause and Resume to turn the automation off and on.
Property viewed: notify & prepare a reply
This recipe is for online listing views by known contacts. Choose the address
pattern for your listing pages. For example, use yoursite.com/homes/* or
yoursite.com/listing. Connect website tracking
first. Anonymous visitors do not trigger it.
The contact owner gets an alert in the app and by email. Their own alert settings still apply. A saved response appears in the Inbox, with the contact's name and property link. The agent can edit it and approve to send, or reject it. Every response needs approval.
Open Saved property response in the automation to change its subject and message. You can also choose a fallback agent for contacts without an owner. Set the alert's fallback too if you want that agent to receive both.
The recipe holds further alerts for that contact while a draft awaits a decision. Unanswered drafts expire after seven days. After approval, rejection or expiry, it waits one day before a new visit can start it again. Missed visits are not queued. You can change this delay, the alert channels and all other steps. Pause the automation to stop it.
Save an automation as a template
Open the automation, or its menu in the list. Choose Save as template. Give the template a name, a description and a label.
A template is yours until you share it. People with configure permission can share a template with the team.
Remove a template
Choose Remove on a workspace template. Automations made from it do not change.