Quick Links
Step 1
Click New Automation
From the Automations page, click “New Automation.” A pop-up will appear with a list of pre-built templates you can use as a starting point.
Available Templates
Review Request
Form to Text
Form to Text Follow Up
Form to Email
Missed Call to Text
Completed Call to Email
You can select any template and customize it from there, or choose “Blank” to build your automation entirely from scratch.
Tip: Templates are great starting points. Even if you plan to customize heavily, picking the closest template can save time since the trigger and basic structure are already in place. |
Step 2
Choose a Trigger
Every automation starts with a trigger. The trigger is the event that causes the automation to run. Select one from the list:
Trigger | Fires When... |
New Form Submission | A lead submits a form connected to LeadSnap |
New Lead Added Manually | A lead is manually entered into the system |
New Phone Call | An inbound or outbound call is logged |
New Text | A text message is received |
Field Status Update | A field value changes on a lead or contact |
New Contact | A new contact record is created |
New Deal in Pipeline | A deal is added to a pipeline |
Deal Moved to Stage | A deal is moved to a different pipeline stage |
Step 3
Add a Trigger Filter
After choosing a trigger, you’ll almost always want to add a filter. Without a filter, the automation will trigger account-wide — meaning it fires for every company in your account, not just the client you’re setting it up for.
Click “Add Filter” to narrow down when the automation should fire. The most common filter is:
Company → Is Equal To → [Select the client’s company]
You can stack multiple filters together. For example, to trigger only on missed calls for a specific client, add two filters:
Filter 1: Company → Is Equal To → [Client’s company]
Filter 2: Status → Is Equal To → Missed
Other Available Filters
Call Duration
First Time Caller
Area Code
Contact Already Exists
Tracking Number
Critical: If you skip adding a filter, the automation will fire for every company in your account. Always add at least a Company filter unless you intentionally want the automation to run account-wide. |
Step 4
Add Your Actions
Below the trigger section, you’ll see the actions area. Actions are what the automation does once the trigger fires. You can add as many actions as you need.
Action | What It Does |
Send Email | Sends an email to a specified recipient |
Send Text Message (SMS) | Sends a text message to a specified recipient |
Wait | Pauses the automation for a set amount of time |
Zapier Webhook | Triggers an external Zapier workflow |
Condition | Adds if/then logic to branch the automation |
Update Field Status | Changes a field value on the lead or contact |
Update / Create Contact | Creates or updates a contact record |
End Automation | Stops the automation if a condition is met |
Assign to User | Assigns the lead to a specific team member |
Add to Pipeline | Adds a deal to a pipeline |
If Review Submitted | Branches based on whether a review was left |
Qualify as Lead | Marks the contact as a qualified lead |
Trigger Notification | Sends an internal notification |
Step 5
Configure SMS Actions
If your automation includes a Send Text Message action, you’ll need to configure two things for each SMS step: the sender and the recipient.
Sender (Sending Number)
Select the Company, then choose which phone number within that company to use as the sender.
Recipient
Choose who receives the text:
Recipient Option | Who Gets the Message |
Use Contact’s Number | Sends to the lead (the person who called or submitted a form) |
Other | Lets you enter a custom phone number manually |
Use Client’s Phone Number | Sends to a specific client you select |
Associated Client for Company | Dynamically sends to whichever client is assigned to the company the lead came in for |
Tip: The “Associated Client for Company” option is powerful — it lets you build a single automation that works across multiple clients. The system automatically looks up which client is assigned to the company the lead came in for and sends the message to them. |
Step 6
Write Your Messages Using Variables
When composing an email or text message inside an action, you can drag in variables to personalize the content dynamically. Variables pull in real data so each message is customized to the specific lead and client.
Common variables include Client First Name, Company Name, Contact First Name, and Contact Phone Number.
Example message to your client after a missed call:
Hey {Client First Name}, a call came in for {Company Name} but was missed. Here is the number to call them back: {Contact Phone} |
Example follow-up text to the lead:
Hey, this is {Client First Name} with {Company Name}. Sorry I missed your call — I’m going to give you a call back in a few minutes. |
Important: For phone call triggers, the only information you’ll have about the lead is their phone number. You won’t have their name, so avoid using the Contact First Name variable in messages sent to callers. |
Step 7
Name and Create the Automation
At the top of the page, you’ll see a “Sequence Name” field. Give your automation a clear, descriptive name so you can easily identify it later.
Once everything is configured, click the “Create” button. The automation will be turned on by default and will start running immediately.
Step 8
Manage Your Automations
After creating an automation, you can manage it from the All Automations page. Each automation has a toggle switch to turn it on or off at any time.
In the Actions column, you’ll find these tools:
Tool | What It Does |
In Progress | Shows automations currently running |
History / Logs | View past runs and results |
Edit | Open the automation to make changes |
Duplicate | Create a copy of the automation |
Delete | Permanently remove the automation |
Tip: Use the Duplicate action to quickly create variations of an existing automation for different clients. Duplicate it, swap the company filter and recipient, and you’re set. |