CRM automations save time and improve efficiency by automating repetitive tasks and personalizing lead interactions. Admins can create custom workflows or use prebuilt templates designed with proven child care marketing strategies. Automations allow you to send targeted messages, update lead details, and tailor actions based on specific conditions, ensuring every lead receives the right communication at the right time.
Create an Automation
Admins have the flexibility to create custom automations from scratch or use prebuilt automation templates. These templates are expertly designed based on Playground's extensive research and testing of effective child care marketing strategies.
Automations from Scratch
From Playground CRM navigate to the Automations tab.
Click the blue + New Automation button in the top right corner of the screen.
Add a Name and Description for your automation and then click Save.
The Automation Builder will open.
Click the red New Trigger node to select the action that will trigger this automation to begin. The trigger sidebar will open. Select a trigger from the drop down list.
Several available triggers have the option to add a filter. For example, if you select A Lead Form is Submitted, you can filter for the specific lead form you want to trigger this automation. If you do not select a filter the automation will trigger for all lead forms.
When you are done selecting the trigger, click the blue Save button in the bottom right corner of the sidebar.
Now you will add a step to the automation. Click the plus icon next to your trigger, and select the step you would like to occur.
Send an SMS
From the SMS sidebar, select whether you want to send the text to the lead that triggered the automation or to a specific phone number.
If you have multiple phone numbers, you will select the phone number you want to send the text from.
Under SMS Type, select Custom to type a message or select From a Template to choose one of your templates.
When done, click the blue Save button and the text will be added as step.
Send an Email
From the Email sidebar, select whether you want to send the email to the lead that triggered the automation or to a specific email address.
If you have multiple email addresses, you will select the email you want to send from
Select the email template you would like to use and then click Save.
Update a Lead Property
From the Lead Property sidebar, select the property that you want to update and then select the value that it should update to. Then click Save.
Move lead to new a stage
From the Lead Stage sidebar, select the stage the lead should change to and then click Save.
Add a wait time between steps: Click the plus icon, and then select Wait For A Period of Time. Select the amount of time you want to pass before the next step occurs, then click Save.
When you are satisfied with your automation, you can click Save Changes to save the automation as a draft or you can click Set Live to save and turn on the automation. Once the automation is set live, leads that meet the trigger conditions will be enrolled in the automation.
Add Conditions to Automations
Conditions in CRM automations let you customize actions based on answers to custom properties. For example, you can set a condition like "If a lead's Program is 'Part-time,'" and decide what happens next—such as sending a Part-time specific welcome email. If the condition isn’t met, you can trigger a different action. This flexibility ensures your automations adapt to each situation, making your workflows more efficient and personalized.
From the CRM Automation Builder, click the Plus Icon, then click Check Condition.
The Conditions sidebar will open. Click Add Branch and then Add Filter to add the condition. You may add as many conditions as you'd like.
Click Save and a separate branch for each condition will be added.
You can now create separate sequences for each of the conditions.
Automations from Templates
From Playground CRM navigate to the Automations tab.
Click the white + New Automation From Template button in the top right corner of the screen.
The Create New Automation from a Template window will open. Select a Playground template from the dropdown. The template name and description will populate. However, the name and description can be customized.
The template automation will open and any desired changes can be made.
When you are satisfied with the automation, click the blue Set Live button.
💡 The email and SMS templates included in the automation template will be added to your Marketing tab. You can customize these emails and messages anytime from the Marketing tab.
View Automation History
Administrators can confirm that leads have been enrolled in an automation by viewing the automation history.
From Playground CRM navigate to the Automations tab.
Click the three dots next to the automation you want to view, and then select View History.
A table will open with a list of the leads enrolled in the sequence.
Click on a lead to view more details. If an automation failed, this is a great way to investigate why it failed.