How to setup stale automations
Updated
by
Caroline Pollard
Stale automations are a powerful way to keep deals moving and ensure nothing falls through the cracks. This guide will walk you through how to set them up effectively in Chief 2.0.
What Are Stale Automations?
Stale automations are triggered when a deal remains in a specific stage for a defined period of time. Unlike other automations, they are not based on actions such as:
- Moving a deal between stages
- Adding labels
- Changing colours or status
Instead, they are purely time-based—activating when a deal sits idle in a stage for too long.
Step 1: Define When a Deal Becomes Stale
- Navigate to Settings
- Click Process → Workflows
- Select your workflow
Example: In the Interview stage, set a deal to become stale after 3 days
What this means: If a deal remains in that stage for 3 days, it will be marked as stale on day 4.
Step 2: Create a New Automation
- Go to Automations
- Click Create New Automation
- Enter a name (e.g. Fact-Finding Reminder)
- Select the relevant workflow (e.g. Home Loan)
Step 3: Set the Trigger
- Trigger: Deal Changes State
- Condition: Deal State = Stale
This ensures the automation activates exactly when a deal becomes stale.
Step 4: Add the Right Conditions (Critical Step)
If you add an action at this point (e.g. sending an SMS), it will trigger for every stale deal across the workflow—regardless of stage. To refine this:
Add a condition:
- Deal Stage = Interview
This ensures the automation only triggers for deals that become stale within the Interview stage.
Step 5: Add Your Action
Example:
- Send SMS → Fact-Find Reminder to all clients
This is an effective way to prompt clients to complete outstanding steps and keep momentum.
Optional: Automate Stage Progression
You can take this a step further by automatically progressing deals:
- When a deal becomes stale in Interview → Send SMS → Move deal to Preparation stage
- From there, you can set another stale rule for the Preparation stage and trigger additional follow-ups if delays continue
Key Takeaways
Stale automations are ideal for:
- Client follow-ups
- Keeping deals progressing
- Reducing manual chasing
- Building consistent, scalable processes
By implementing these, you create a proactive workflow that keeps both brokers and clients engaged at every stage.
