How to set up email and SMS automations

Updated by Caroline Pollard

You can automate client communications in Chief 2.0 by setting up email or SMS automations.

This process uses a two-part automation setup, allowing you to easily enable or disable the automation for individual deals.

Step 1: Create a Label for the Automation

First, you will need to create a label that the automation will use.

  1. Go to Settings
  2. Under Process, select Labels
  3. Click Create Label
  4. Name the label Auto
  5. Ensure the label type is set to Deal Label
  6. Choose a colour (e.g. Blue)
  7. Click Save

This label will control whether the automation runs for a deal.

Step 2: Create the Email Automation

Next, you will need to create the automation that sends the email.

  1. Go to Process → Automations
  2. Select the workflow you want the automation to apply to (e.g. Home Loan)
  3. For the Trigger, select Deal Changes Stage
  4. Set the Deal Stage to Preparation

Now add the key condition:

  • The Deal must have the label “Auto”

Then set the action:

  1. Select Send Email
  2. Choose your Welcome Email template
  3. Set the recipient to All Clients
  4. Click Save

This completes the first part of the automation.

Step 3: Automatically Add the Label to New Deals

Now you need to create a second automation so that every new deal automatically receives the Auto label.

  1. In Process → Automations, create a new automation
  2. Select the Home Loan workflow
  3. For the Trigger, select Deal Created
  4. Set the Deal Status to Created

For the action:

  1. Select Add Label
  2. Choose the Auto label
  3. Click Save

Now everything is connected.

How the Automation Works

When you create a new deal, the system will automatically add the Auto label.

For example:

  1. Click Add New Deal
  2. Select an existing client (e.g. John Smith)
  3. Click Save

Once the deal is created:

  • The Auto label will automatically be added
  • When the deal moves to the Preparation stage, the Welcome Email will be sent automatically
How to Turn the Automation Off for a Deal

If you don’t want the email or SMS to send for a specific deal:

  1. Remove the Auto label from the deal
  2. Click Save

Once the label is removed, the automation will not run for that deal.

Tip: This method makes it easy to keep automations on by default, while still allowing brokers to quickly turn them off when needed.

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