Account Settings

Automations

Automations are When → Only for → Then rules. When something happens to a prospect (for example, a prospect is created), and the prospect matches your filters, HiringCenter sends or schedules a text or email for you.

Path: Settings → Automations

Only Admins and Owners see this tab.

When to use it: instant welcome texts for new leads, a follow-up email a day later, or a different message for out-of-area prospects. For a multi-step drip with replies that stop it, use a sequence instead.

Read the automations list

Automations are grouped by trigger (When: …). Each row shows:

• Automation: its name and when it sends
• Only for (Filter): who it runs for, or Every prospect when there are no filters
• Sends: the text or email and the identity it comes from

Click a row to expand it and see the full message, timing, sender, and who created it. Use Sort by (Updated Date, Created Date, Automation Name, Action, or Audience) and Order to reorder the list.

Test a prospect

Click Test a prospect to see What fires for a new prospect? Pick a trigger, source, license status, location, and label, and HiringCenter shows which automations would run and which would be skipped. Use it to check for gaps and overlaps before real prospects come in.

Create an automation

1. Click Add Automation.
2. Choose Create New Automation, or pick one of the Recommended Templates and click Use → to start from it.
3. Enter an Automation Name (for example "Send welcome message to new prospects").
4. 1. When should this run? (Trigger): pick the event, such as a prospect being created or updated.
5. 2. Who should it run for? (Filters, optional): narrow it down. A prospect must match every filter you set; within one filter, matching any value is enough.
   • Source (any of)
   • License status (any of)
   • Labels (any of)
   • Location: Any location, In area only, or Out of area only
6. 3. What should happen? (Action): choose one:
   • Send Message or Schedule Message (text)
   • Send Email or Schedule Email
7. Write the content. For email, add an Email Subject. Click the dynamic values above the editor (such as the prospect's first name) to insert them. Texts can include a Text Media Attachment (image or PDF); emails can have up to 3 attachments.
8. For scheduled actions, set Message Timing (see below).
9. Choose the Identity to Use. The message is sent from that identity's number or email (or its linked mailbox).
10. Optionally Add Conversation Members from the users assigned to that identity, so they see the conversation.
11. Review Who this will run for at the bottom. If a similar automation already exists, a warning names it.
12. Click Create Automation.

The automation is live as soon as you create it.

Message Timing (scheduled actions)

Smart Scheduling tries to send after a delay, but falls back to a set time when that would land outside business hours.

• Try to send in: a number of minutes, hours, or days
• Business hours: the window when sending is allowed
• Otherwise send at: Next Weekday or Next Business Hours, at the time you choose

Edit or delete

• Click the edit button on a row to change any part of the automation.
• To stop an automation, delete it and confirm Delete automation?. This cannot be undone.

Virtual Meeting Room in the message

Text and email content can include a Virtual Meeting Room chip, for the account's room or a specific user's room. When the automation runs, the chip becomes a link to that room made for this prospect, so they can join without filling in a form.

Meeting rooms must be turned on for the account, and the chosen host must have their room enabled. See Meeting Rooms.

Tips

• Keep filters tight. A rule with no filters runs for every prospect that triggers it.
• Use an active identity whose users should own the outreach.
• Automations send through the identity (and its linked mailbox for email). They do not use Device Handoff.
• Use Test a prospect before adding a second welcome message, so new leads don't get two.