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Automation recipes

Recipe - automatic welcome for a new lead

Create a workflow with the Form Submitted (or Contact Created) trigger, add a tag, send a welcome email or text right away, alert the owner with an internal notification, create the opportunity in your pipeline and follow up 2 days later. Turn on Stop on Response and publish.

Updated on

Before you start

  • Have your contact form built in Sites › Forms (or use the Contact Created trigger for leads from other sources).
  • Your account's email and/or texting must be set up.
  • Have a pipeline with a first stage in Opportunities › Pipelines.
Where to find it

Automation › Workflows › Create Workflow

Step by step

1. Trigger

  1. In Automation › Workflows, click Create Workflow › Start from scratch and name it "Welcome – new lead".
  2. Click Add New Trigger, choose Form Submitted and filter by your contact form.
  3. Click Save Trigger.

2. Organize the lead

  1. Click the +, choose Add Contact Tag and add the tag "new-lead". Save.
  2. Click the + and choose Create/Update Opportunity: pipeline "Sales", stage "New lead", name using the contact's name. Save.

3. Welcome the lead

  1. Click the + and choose Send Email (or Send SMS).
  2. Write a short message: thank them for reaching out, say when you'll get back to them and, if it fits, include the link to book a call or appointment.
  3. Save the action.

4. Alert your team

  1. Click the + and choose Send Internal Notification.
  2. Send it to the assigned user or a specific teammate, with the lead's name, phone and email.
  3. Save the action.

5. Follow up if there's no reply

  1. Click the + and choose Wait with a 2-day time delay. Save.
  2. Click the + and choose Send SMS (or email) with a follow-up, for example: "Hi [first name], can I still help with your request?"
  3. Save the action.

6. Settings and publishing

  1. Open Settings and turn on Stop on Response: if the lead replies, they leave the workflow and don't get the follow-up.
  2. Set a Time window if you don't want messages going out after hours.
  3. Click Save, switch to Publish and save again.
  4. Fill out the form with your own details and check every step.

Tips

  • Speed matters: the welcome message should go out right away, with no wait before it.
  • To tailor the follow-up to the lead's interest, use an If/Else condition (for example, based on the answer to a form question).
  • If the lead books a meeting through the link, you can handle them in an appointment reminder workflow.

Common problems

  • The lead replied and still got the follow-up → Stop on Response isn't on in settings. Turn it on and save.
  • The tag "was added" but doesn't show on the contact → Two actions ran in the same second. Add a 1-minute Wait right after the trigger.
  • The team doesn't get the notification → The contact has no assigned user, or the teammate's details are wrong in Settings › My Staff.
  • The workflow fires for every form → The trigger is missing the form filter.

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