The Automations module — Overview

Automations

The Automations module lets you automatically trigger actions (sending an email or SMS, adding a tag, calling a watcher) when something happens in Agendize: an appointment is booked, an event registration is recorded, a form is submitted… This guide covers the module's three tabs: Scenario, Messages and Logs.

Opening the module

In the side menu, click Automations (lightning icon). The module opens on the Scenario tab; the Messages and Logs tabs appear just below in the menu.

The module can also be reached from Settings, Workflow section, Automations tile.

Scenario tab: your automations

The tab lists your automations with their total count.

• Search by name: filters the list.
• Active column: turn an automation on or off directly from the list. An inactive automation is kept but no longer runs.
• Click a row to open and edit the automation.
• ⋮ menu: Delete the automation (a confirmation is requested).
• + New: creates a new automation.

Creating an automation

1. In the Scenario tab, click + New.
2. General section: enter the Name (required) and, if needed, a Description. Keep Active on so the automation runs as soon as it is saved. If you manage a network, Apply this automation to all child accounts deploys it to all your child accounts.
3. Trigger section: choose the event that starts the automation. Depending on the trigger, a Delay and a Unit may be required.
4. Optional: under Filter(s), click Add a condition to run the automation only in specific cases (choose a field, an operator and a value).
5. Action section: choose what the automation does. Turn on Add a delay if the action should be postponed.
6. Click Save at the bottom right of the page.

Available triggers

• Appointments: new appointment booked, modified, cancelled, rescheduled, reassigned, accepted; reminder sent; appointment starting; end time passed; appointment marked as completed; status change.
• Events: new registration, registration cancelled, new waiting-list registration, session starting or ending.
• Queue: a client has been served.
• Other: a client or a staff member has been created; a form has been submitted or a form response has changed status; a user has connected or disconnected their account from an online service; the synchronization with an online connector is broken.

Available actions

• Send an email to the client or Send an email to the staff member: the content is chosen from the messages of the Messages tab.
• Send an SMS to the client.
• Add a tag to the client.
• Send a watch: calls a watcher set up for your account (see Watchers / Webhooks).

Messages tab: your automation emails

The Messages tab holds the emails used by your automations. Email actions only offer the messages in this list.

• Search by name: filters the list.
• Click a row to edit the message.
• ⋮ menu: Delete the message (a confirmation is requested).

Creating a message

1. In the Messages tab, click + New.
2. General section: enter the Template name and choose the Type:
   • Transactional (default): email related to the service provided (confirmation, follow-up…). It is sent without an unsubscribe link, regardless of the contact's marketing consent.
   • Marketing: an unsubscribe link is added and the email is only sent to contacts who gave their marketing consent.
3. Content section: enter the email Subject and Content using the formatting editor.
4. To personalize the email, open Select a dynamic text and choose the data to insert (contact name, appointment date…). Dynamic texts are the same as in the Communication module.
5. Optional: add Attachments by drag and drop or with Add a file (.png, .gif, .jpg, .jpeg, up to 5 MB per file).
6. Click Save.

Logs tab: execution history

The Logs tab lists your automation runs over the last 60 days, with their Name, Execution date and Result:

• Success: the action was carried out.
• Warning: the run completed with a warning.
• Failed: the action could not be carried out.

Use Search by name to find the runs of an automation, and click the column headers to sort the list.