Automation templates

100+ ways to put your phone line to work

Every recipe is a real automation you can build today. When a call, text, new contact, or list changes, act on it: text back, tag, move a stage, alert a person, or push it to your tools. Filter by goal, trigger, or business.

Because the AI answers and understands every call, an automation can act on what actually happened, not just a missed ring. Pick a recipe below, or see how the engine works on the automated calls and texts page.

Goal
Trigger
100 recipes

Never miss a lead

Every call, text and form becomes a contact with a next step.
Call triggerTemplate
Missed-call text-back
The caller who hangs up calls your competitor next.
When a call is missed, add the caller to contacts, tag them “Missed call” and text them back right away.
Call triggerTemplate
Hot-lead alert
Know within seconds when someone is ready to buy.
When the AI rates a caller as a high-quality lead, text me the summary with a link to the call.
Call triggerTemplate
A list of hot leads
Your best callers, collected in one place for tomorrow's call block.
When the AI rates a caller as a high-quality lead, add them to contacts, tag them “Hot lead” and add them to the Hot leads list.
Call trigger
Silent callers get a callback
Some people freeze when an AI answers. Call them back.
When a caller doesn't say anything, add them to the Call back list.
Call triggerHome services
Quote requests go straight to the pipeline
Every “how much would it cost” becomes a qualified lead.
When the transcript mentions a quote, tag the caller “Quote requested” and move them to Qualified.
Call triggerReal estate
Showing requests reach the agent
Buyers who want a tour shouldn't wait for a callback.
When the summary mentions a showing, tag the caller “Showing request”, assign them to the listing agent and text the agent.
Call triggerProperty management
Leasing questions to the leasing team
Separate prospects from residents without listening to every call.
When the summary mentions an available unit, add the caller to the Prospects list and text the leasing agent.
Call triggerClinics
New patient calls, captured
A new patient who can't book will book elsewhere.
When the summary mentions a new patient, add the caller to contacts, move them to New and assign them to the front desk.
Contact triggerTemplate
Route every new lead
Nobody should have to ask whose lead this is.
When a contact is added, assign an owner and put them in your first stage.
Contact triggerTemplate
Welcome every new contact
They save your number the day they meet you.
When a contact with a phone number is added, text them a welcome.
Contact trigger
Web form leads get an instant text
Reply while they still have your site open.
When a contact is added from a form, text them within a minute and assign an owner.
Text triggerTemplate
Text-to-join keyword
A keyword on a flyer turns into a subscriber list.
When someone texts JOIN, add them to contacts, tag them, add them to a list and confirm.
Text triggerReal estate
Yard sign keywords
Every sign becomes a lead source you can measure.
When someone texts 123MAIN, add them to contacts, tag the property and reply with the listing details.
Call trigger
“Call me back” means call them back
The request is in the transcript. Don't let it sit there.
When the transcript mentions a callback, add the caller to the Callbacks list and text me.
Call trigger
Long conversations mark real interest
Three minutes on the phone isn't a tire-kicker.
When a call lasts over 3 minutes and the lead quality is medium or high, tag the caller “Engaged”.
Text trigger
Unknown texters become contacts
A new number texting you is a lead, not noise.
When someone who isn't a contact texts in, add them to contacts, assign an owner and put them in New.
Call trigger
Track word-of-mouth
Find out who's sending you business.
When the transcript mentions a referral, tag the caller “Referral” and text me.
Call trigger
Calls your team took
Know which leads already spoke to a person.
When a call was handled by your team instead of the AI, tag the caller “Spoke with team”.
Call triggerHome services
Price shoppers go on the campaign list
Price questions are buying questions.
When the transcript mentions price, add the caller to the Pricing follow-up list for your next call campaign.
Text trigger
Customers who text get priority
Existing customers shouldn't wait behind cold leads.
When a contact in the Customer stage texts in, tag them “Needs reply” and text me.

Save admin time

Tagging, routing and record-keeping that used to take someone an afternoon.
Call triggerProperty management
Auto-tag calls by category
Maintenance, billing and leasing sort themselves.
When the call category is maintenance, tag the caller “Maintenance”. Repeat for each category you use.
Call triggerHome services
Save the service address
The AI already asked for it. Put it on the contact.
When a call captures an address, set the contact's Service address field to it.
Call triggerProperty management
Log maintenance calls in Buildium
No more copying call notes into the property software.
When a maintenance call comes in, send the summary to Buildium as a task with a custom request.
Call trigger
Move leads forward after a real conversation
The pipeline updates itself.
When a call lasts over a minute and the caller spoke, move the contact to Contacted.
Contact trigger
Qualified leads get a senior rep
Hand off at the right moment automatically.
When a contact moves into Qualified, assign them to your senior rep.
Contact trigger
Imported contacts join a nurture list
Upload once, and the follow-up list builds itself.
When the “Imported” tag is added, add the contact to the Nurture list.
Contact triggerTemplate
Clean up tags when a deal is won
Won customers shouldn't still say “Hot lead”.
When a contact moves into Won, remove the Hot lead and Quote requested tags and add Customer.
Text triggerTemplate
Confirm by text
YES handled instantly, without the AI guessing.
When a contact replies YES, tag them “Confirmed” and reply that they're all set.
Text triggerClinics
Reschedule requests reach the front desk
Catch them before the empty slot.
When a text mentions rescheduling, tag the contact “Reschedule” and text the front desk.
Text trigger
A HOURS keyword
Answer the most common question the same way every time.
When someone texts HOURS, reply with your hours and skip the AI reply.
Text trigger
A DIRECTIONS keyword
Send the same parking instructions every time.
When someone texts DIRECTIONS, reply with the address and parking notes.
Text trigger
VIP texts reach you directly
Your best customers get your attention, not a queue.
When a contact tagged VIP texts in, text me their message.
Call trigger
Close the loop on resolved calls
The open-issues list stays honest.
When a call is resolved, remove the Open issue tag.
Call trigger
Open issues list
Everything the AI couldn't fix, in one list.
When a call isn't resolved, tag the caller “Open issue” and add them to the Follow up list.
Contact trigger
Field changes sort people into lists
Update one field and the right campaign picks them up.
When the “Interested in” field changes to Financing, add the contact to the Financing list.
Contact trigger
Lost deals leave the campaign
Stop calling people who already said no.
When a contact moves into Lost, remove them from the Outreach list.
Contact triggerClinics
Booked patients leave the callback list
No awkward “did you still want to book?” calls.
When the Booked tag is added, remove the contact from the Callback list.
List trigger
Mark it in the grid, the rest happens
Staff type one word in a column; the follow-up sends itself.
When the Status column on Orders changes to “Picked up”, tag the contact “Picked up” and text a thank-you.
List trigger
New rows become contacts
Lists and your CRM stay in sync.
When someone is added to the Leads list, add them to contacts and tag them with the list's name.
List triggerReal estate
Every list row gets an owner
Campaign lists come pre-assigned.
When someone is added to the Buyers list, assign them to the buyer's agent.

Catch problems early

Hear about the bad call before the bad review.
Call triggerTemplate
Unhappy caller alert
Hear about it before it's a one-star review.
When a caller sounds upset, text me the summary and a link to the call.
Call triggerProperty managementTemplate
Urgent requests reach whoever is on call
Leaks and lockouts can't wait for Monday.
When the transcript mentions an emergency, urgent or a leak, text the on-call number.
Call trigger
Unhappy and unresolved goes to a manager
The worst combination gets the fastest response.
When a caller sounds upset and the issue isn't resolved, text the manager and tag the caller “At risk”.
Contact trigger
At-risk customers reach a manager
A customer in trouble shouldn't sit in a list.
When the At risk tag is added to a contact in the Customer stage, text the account manager.
Call trigger
Cancellation words on calls
Save the account before they leave.
When the transcript mentions cancelling, tag the caller “Cancellation risk” and text me.
Call trigger
Refund requests to billing
Money questions go to the person who can answer them.
When the transcript mentions a refund, tag the caller and text the billing contact.
Text trigger
“Let me talk to a manager”
A human steps in, and the AI steps back.
When a text mentions a manager, text the manager and skip the AI reply.
Call trigger
Escalation words get your attention
Some calls need the owner, today.
When the transcript mentions a lawyer, text the owner right away.
Call trigger
Calls that ended too soon
A dropped call is a lead you haven't lost yet.
When a call lasts under 20 seconds and the caller spoke, add them to the Call back list.
Call trigger
When the AI couldn't help
A person picks up where the AI stopped.
When an AI call isn't resolved, text the team to call back.
Call triggerProperty management
Safety emergencies page the team
Gas and fire calls go everywhere at once.
When the transcript mentions gas or fire, text the on-call number and send a webhook to your paging tool.
Call trigger
Callers who mention a competitor
They're shopping around. Call them first.
When the transcript mentions a competitor's name, tag the caller “Shopping around” and text me.
Contact trigger
Deals slipping out of Proposal
Notice when a deal goes backwards.
When a contact moves out of Proposal and into Lost, text their owner.
Text trigger
“Stop texting me” without the keyword
Respect people who opt out in their own words.
When a text says “stop texting”, tag the contact “Do not text” and remove them from your campaign lists.
Call triggerProperty management
Complaints about one property
Spot a problem building before the tenants organize.
When the address mentions Clover St and the caller sounds upset, text that property's manager.

Events and giveaways

Sign-ups, capacity, waitlists and check-in, run from lists and texts.
Text triggerEvents
RSVP with a capacity
The first 50 get a spot, confirmed instantly.
When someone texts YES, isn't on Confirmed and Confirmed has fewer than 50 people, add them to Confirmed and reply that they're confirmed.
Text triggerEvents
A waitlist that fills itself
Everyone after 50 is told where they stand.
When someone texts YES and Confirmed has 50 or more people, add them to the Waitlist and tell them.
Text triggerEvents
Cancel by text
Replying DROP frees the spot for someone else.
When someone on Confirmed texts DROP, remove them from Confirmed and confirm the cancellation.
List triggerEvents
Refill the spot automatically
A cancellation becomes an offer to the waitlist.
When someone is removed from Confirmed, text everyone on the Waitlist that a spot opened.
List triggerEvents
Staff cancel in the grid
Type “Cancelled” and the waitlist hears about it.
When Status on Confirmed changes to “Cancelled”, remove the person from Confirmed.
List triggerEvents
Form sign-ups get a confirmation
Every event's form sends its own thank-you.
When someone is added to the Holiday party list, text them the date, time and address.
Text triggerEvents
Announce from your own phone
Update every attendee without opening the app.
When a text from your own number starts with ANNOUNCE, text everyone on Confirmed the message and skip the AI reply.
List triggerEvents
Check-in with one column
Mark them in, and the thank-you sends itself.
When Checked in on Confirmed changes to Yes, tag the contact “Attended” and text a thank-you.
Contact triggerEvents
Attendees join the next event list
This year's crowd is next year's invite list.
When the Attended tag is added, add the contact to the Next event list.
Text triggerRetail
Giveaway entry by keyword
One keyword on a poster, and entries count themselves.
When someone texts GIVEAWAY, add them to contacts and the Entries list and reply that they're in.
List triggerRetail
Winners get pickup instructions
Announcing winners is one step.
When someone is added to the Winners list, text them where and when to pick up.
Text triggerEvents
Pick a pickup day
SAT or SUN puts people on the right day's list.
When someone texts SAT and the Saturday list has fewer than 40 people, add them to it and confirm.
List triggerReal estate
Open house sign-in follow-up
Every visitor hears from the agent the same day.
When someone is added to the Open house list, text a thank-you and assign them to the agent.
Text triggerEvents
Volunteer roster
Recruit helpers with a keyword.
When someone texts VOLUNTEER, add them to the Volunteers list and reply with next steps.
Text triggerEvents
Decline by text
A NO keeps your headcount honest.
When someone on Invited texts NO, remove them from Invited and tag them “Declined”.

Connect your tools

Send calls, texts and contacts to Zapier, n8n, Slack or your CRM.
Call triggerTemplate
Every call in a Google Sheet
A running log of every call without typing anything.
When a call completes, send it to Zapier and add a row to Google Sheets.
Contact triggerTemplate
New contacts into your email tool
Every lead joins your newsletter automatically.
When a contact is added, send them to Zapier and on to Mailchimp.
Call trigger
Hot leads in Slack
The team channel sees every hot lead.
When the AI rates a caller as a high-quality lead, post the summary to Slack with a custom request.
Call trigger
Call notes in HubSpot
Your CRM gets the notes without a copy-paste.
When a call completes, add the summary as a HubSpot note with a custom request.
Text trigger
Keyword replies in a spreadsheet
See every JOIN, YES and DROP in one sheet.
When a keyword text comes in, send it to Zapier and add a row to Google Sheets.
List triggerEvents
Event lists mirrored to a spreadsheet
Your team keeps working in the sheet they know.
When someone is added to Confirmed, send it to Zapier and add them to the sheet. A second automation does the same for removals.
Contact trigger
Stage changes update your CRM
Two systems, one pipeline.
When a contact's stage changes, update the deal in your CRM with a custom request.
Call trigger
Missed calls in Microsoft Teams
The front desk sees every missed call in the channel they already watch.
When a call is missed, post it to Teams with a webhook.
Call triggerTemplate
Transcripts to your own workflow
Run your own AI review, scoring or QA on every call.
When a call completes, send the transcript to n8n.
Call triggerHome services
Create the job in your field-service app
The call becomes a job without re-entering it.
When the summary mentions booking a service visit, create the job in Jobber through Zapier.
Call triggerHome services
Quote requests to your estimating tool
Estimates start while the caller is still on your mind.
When the transcript mentions a quote, send the caller's details to your estimating tool.
Contact trigger
Won deals to invoicing
Winning the deal starts the paperwork.
When a contact moves into Won, create a customer in QuickBooks through Zapier.
Call trigger
Unhappy callers open a support ticket
Complaints get tracked, not forgotten.
When a caller sounds upset, create a Zendesk ticket through Zapier.
List trigger
Form sign-ups into your CRM
Forms feed lists, and lists feed your CRM.
When someone is added to the Web leads list, send them to your CRM with a webhook.
Contact trigger
A tag starts an email sequence
Tag someone “Nurture” and the emails take over.
When the Nurture tag is added, send the contact to Zapier to start an email sequence.

Grow and win back

Reviews, referrals and re-engagement on autopilot.
Call trigger
Review requests after good calls
Ask for the review while they're happy.
When a caller sounds happy and the issue is resolved, text them your review link.
Contact trigger
Ask won customers for referrals
The best time to ask is right after the yes.
When a contact moves into Won, text them a referral ask.
Contact trigger
Lost leads join a win-back list
Today's no is next quarter's campaign.
When a contact moves into Lost, add them to the Win-back list.
List trigger
A check-in text for win-back leads
One friendly text before the next call campaign.
When someone is added to the Win-back list, text them “Still looking?”.
Text triggerRetail
Keyword promotions
Every promo code is also a tag you can measure.
When someone texts SPRING, reply with the offer and tag them “Spring promo”.
Contact trigger
Upgrade campaign by plan
The right offer for the right customers.
When the Plan field changes to Basic, add the contact to the Upgrade campaign list.
Call triggerTemplate
Thank-you after every call
A recap they didn't ask for, and remember.
When a call lasts over a minute and the caller spoke, text them a thank-you with the summary.
Contact trigger
VIP treatment
Your best customers get your best people.
When the VIP tag is added, assign a senior rep and text a personal welcome.
Text trigger
Survey by text: happy customers
A 4 or 5 turns into a review.
When a contact replies 4 or 5, text them your review link.
Text trigger
Survey by text: unhappy customers
A 1 or 2 turns into a phone call.
When a contact replies 1 or 2, text the manager and tag the contact “At risk”.
Contact trigger
Cancelled customers join win-back
Leaving isn't always final.
When the Cancelled tag is added, add the contact to the Win-back list.
Text triggerReal estate
New listing alerts
Buyers opt in once and hear about every listing.
When someone texts BUYER, add them to the Buyers list. Announce new listings to the whole list by texting ANNOUNCE.
Contact trigger
Past clients for seasonal campaigns
Your next busy season starts with people who already trust you.
When a contact moves into Won, add them to the Past clients list.
Call triggerHome services
Cross-sell on the call
A plumbing call that mentions the AC is a second job.
When the call category is plumbing and the transcript mentions AC, tag the caller “Cross-sell: HVAC”.
Text trigger
Birthday list sign-up
Collect birthdays for later.
When someone texts BDAY, add them to the Birthday club list and reply with a thank-you.

Automations are available on Pro and up; mass outbound and the speed dialer are on Scale. Tags, fields, stages, and lists belong to a contact, so a recipe that starts from a new number begins with “add to contacts.”

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