Understanding Your Automations
How to view, manage, and understand the automated workflows running in your system — from reading the visual builder to checking who's gone through each automation.
Understanding Your Automations
Automations are the engine that keeps your business running while you're with clients, running retreats, or simply sleeping. They handle follow-ups, confirmations, reminders, and more — automatically. This guide shows you how to navigate the automations section, understand what's happening, and manage everything with confidence.
Your automation list
Click Automation in the sidebar to see all your automations. These are the ones we've set up for you, and each one has a status showing whether it's active (running) or in draft (paused). Watch this step (0:20)
Automations are sometimes organised into folders to keep things tidy — especially if you have several running at once. Watch this step (0:37)
What you can do with each automation
Click the three dots next to any automation to see your options: Watch this step (0:48)
- Edit — open the automation to see or change what it does
- Rename — give it a clearer name
- Draft — pause the automation (it stops running but isn't deleted)
- Move to folder — organise it
- Duplicate — create a copy (useful for building a similar automation)
- Delete — permanently remove it
Be careful when pausing ("drafting") or deleting an automation. Any contacts currently in the middle of the automation will stop receiving the remaining steps. If you're unsure, message Korneel on Slack before making changes.
Checking performance
You can see statistics for each automation — like how many emails and text messages have been sent through it. Watch this step (1:17)
Recovering deleted automations
Accidentally deleted an automation? Don't worry — you can find it in the Deleted section and restore it. Watch this step (1:41)
How automations work inside
Every automation has two main parts: a trigger (what starts it) and actions (what happens next).
Triggers — what starts the automation
A trigger is the event that kicks things off. For example: Watch this step (3:13)
Here are the most common triggers for wellness businesses:
| Trigger | What starts the automation |
|---|---|
| Form submitted | Someone fills out a form on your website |
| Appointment booked | Someone books a call or session |
| Payment received | Someone pays for a product or service |
| Contact tag added | A tag is added to a contact (manually or automatically) |
| Contact created | A new contact enters your system |
| Pipeline stage changed | A lead moves to a new stage in your pipeline |
You can have multiple triggers on the same automation. For example, one automation could start when someone fills out a contact form OR when someone books a discovery call — both feed into the same welcome sequence.
Actions — what happens next
After the trigger fires, the automation runs through a sequence of actions. These are the steps it takes automatically. Watch this step (4:06)
Common actions include:
- Send an email — confirmation, welcome message, follow-up
- Wait — pause for a set time (e.g., wait 2 days before the next email)
- Add a tag — label the contact for future segmentation
- Move in pipeline — update which stage the lead is in
- Send a notification — alert you or your team
- If/else condition — take different paths based on what the contact did (e.g., "If they opened the email, send a follow-up. If not, wait 3 more days.")
The if/else condition is what makes automations truly smart. For example: "If the person booked a call, send a confirmation. If they didn't book within 3 days, send a gentle reminder." Different people get different experiences automatically.
The automation builder views
The automation builder has two views. The default is the advanced visual builder (flowchart-style), but you can switch to the standard builder (a simpler list view) using the toggle in the top left. Use whichever feels more comfortable.
Creating a new automation
While we set up most automations for you, you can create your own too. Watch this step (2:05)
You have two options:
- Build Using AI (recommended) — describe what you want in plain language and the AI builds it for you. For example: "When someone fills out my contact form, send them a welcome email, wait 2 days, then send a follow-up."
- Create manually — start from scratch or pick a pre-built recipe (template)
Pre-built recipes are a great starting point. They cover common scenarios like lead follow-ups, appointment reminders, and welcome sequences. Pick one that's close to what you need and then customise it.
Using the AI assistant
The automation builder has a built-in AI you can chat with at any time. Watch this step (5:11)
You can:
- Ask it to explain what a specific step does
- Ask it to build an entire automation from a description
- Point at a step and ask "What does this do?"
- Ask for suggestions on how to improve your automation
Testing your automation
Before publishing any automation, always test it first. Watch this step (6:05)
Use a test contact
Add yourself (or a test contact) to your contacts and trigger the automation with that test person. This way you can see exactly what a real client would experience.
Check every step
Make sure each email arrives, each wait time works correctly, and each condition routes properly.
Publish when ready
Once you've confirmed everything works, save and publish the automation so it starts running for real contacts.
When testing the same automation multiple times with the same contact, make sure "Allow Re-entry" is enabled in the automation settings. Otherwise the system won't let the same person go through it twice, and your test won't work.
Seeing who's gone through an automation
The Enrollment History tab shows which contacts have entered the automation and where they are in the process. Watch this step (7:04)
For each contact, you can: Watch this step (7:24)
- See which step they're on — for example, "waiting for day 3 follow-up"
- Force them to the next step — skip the wait if you need to move things along
- Remove them from the automation — stop the sequence for this person
Execution logs
For a more detailed view, the Execution Logs tab shows every individual action that was taken — every email sent, every tag added, every wait completed. Watch this step (8:00)
This is more advanced — you generally don't need to check it unless you're troubleshooting why something didn't work as expected.
Version history
Every time you save changes to an automation, a version is saved. If something goes wrong after an edit, you can always revert to a previous version. Look for Version History in the left panel of the automation builder.
Quick reference
| What you want to do | Where to find it |
|---|---|
| See all automations | Automation in the sidebar |
| Check if an automation is running | Look at the status (Active = running, Draft = paused) |
| Pause an automation | Three dots → Draft |
| See who's gone through it | Open automation → Enrollment History tab |
| Skip a wait for someone | Enrollment History → find contact → Force next step |
| Remove someone from an automation | Enrollment History → find contact → red delete icon |
| Create a new automation | Create Workflow or Build Using AI (top right) |
| Get help building | Use the AI assistant inside the automation builder |
| Recover a deleted automation | Deleted tab in the automation list |
What to read next
Common Automations
See examples of the most popular automations for wellness businesses.
Managing Your Contacts
Learn how contacts flow into your system and through your automations.
This feature is part of our Growth Tools package. Interested in adding it to your setup? Send Korneel a message on Slack and we'll walk through whether it's a good fit for your business.
Need help? If you get stuck, send Korneel a message on Slack and we'll sort it out together.
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