Set Up Auto Plans for People
  • 25 Jul 2022
  • 5 Minutes to read
  • Contributors
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Set Up Auto Plans for People

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Auto Plans are one of the 5 pillars of success in Brivity Platform.

You can automate emails, text messages, and tasks overtime to manage the life of your contact database- not just when new leads hit your account.

NOTE:

Auto Plans can only be created by Admin Access Accounts.

Add an Auto Plan

Step 1: Auto Plan Settings

From the 'AUTO PLANS' page in 'Settings', click 'Add Plan'.

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Step 2: Name Plan

Name the plan and click 'NEXT'.

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Step 3: Set Auto-Pause Settings

At the top of the plan, you'll find Auto-Pause settings. Think carefully through these questions for your auto-pause settings.

  • Do you want the plan to pause if the transaction expires?
  • Do you want the plan to pause if the lead or transaction status changes?
  • Do you want the lead or transaction status to change if the Auto Plan completes? If so, what status would you like it to change to?

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Step 4: Add Actions

Start building out the plan steps by adding a 'TASK', 'EMAIL', or 'TEXT' action.

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Create a Task

Adding tasks to an Auto Plan will help keep Agents on track and consistent with well-timed follow-ups and reminders. It also helps team Owners and Admins track team accountability on the Tasks Report dashboard.

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Things to consider when creating a Task:

  • Task Detail - give this task a descriptive name so it's clear and easily understood at-a-glance. Avoid generic task descriptions like 'Follow Up'. A better task name would be 'Follow Up with Buyer Prospect'.
  • Computed Time or Event - determine how and when you want this task to be due. Check Step 4 for trigger options.
  • Assign To - assign this task to a 'Role' or a specific person on your team.
  • Priority - use our priority guidelines to determine how urgent the completion of this task is.
  • Instructions and Notes - add specific instructions and/or notes to help agents understand the steps required to complete this task. This is a great way to future-proof your business and help new agents adopt your systems quickly.

Create an Email

Automating email communications is a great way to nurture your leads and contacts! Add consistency to your messaging and ensure that every lead and contact is being communicated with at the right time, every time.

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Things to consider when creating an automated Email:

  • Email Subject - make sure to include a catchy subject so this email catches your contact's eye when it lands in their inbox.
  • Email Template - if you've already created email templates in your account, you can choose it here.
  • Insert Placeholder - all of your automated messaging needs to work for every contact you send it to, which is why using placeholders in your Auto Plan emails is so powerful. Instead of 'Dear Steve', you can create your email with 'Dear {{recipient_first_name}}' so that the email works with any recipient!
  • Computed Time or Event - determine how and when you want this email to be sent. Check Step 4 for trigger options.
  • Send From - choose a team 'Role' or a specific person on your team to send this email from.
  • CC - you can choose to CC or BCC a specific person in your database, a manually input email address or a team role (i.e. Marketing Manager).

Create a Text

Sending automated text messages directly from your CRM using your Brivity number is an easy and efficient way to connect with your leads on the device they're using all the time - their phone! You can automate those text communications using Auto Plans.

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Things to consider when creating an automated Text:

  • Insert Placeholder - just like with emails, all of your automated texts need to work for every contact you send them to, which is why using placeholders in your Auto Plan texts is so powerful. Instead of 'Hi, is this Steve?', you can create your text with 'Hi, is this {{recipient_first_name}}?' so that the text works with any recipient!
  • Computed Time or Event - determine how and when you want this text to be sent. Check Step 4 for trigger options.
  • Send From - choose a team 'Role' or a specific person on your team to send this text from.

A legal requirement is now in force requiring all CRM systems like Brivity that allow text messaging and auto-texting to provide an opt-out option in the first text message that is sent to any contacts via Auto Plans. All major phone carriers and the US government are cracking down on SPAM texting. By conducting a responsible practice of calling and text messaging, you will be able to continue using CRM texts and Auto Plan texts in day-to-day business practices.

Step 5: Select Trigger Options

Computed Time

Computed Time is how you would set up a task/email/text to trigger [x] time AFTER [y]. As you add steps to your Auto Plan, they will be added to the list of 'Triggers' in the 'After' dropdown for the plan. This will allow you to choose to have a task/email/text trigger a specific amount of time AFTER a previous step.

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Event

If you have custom dates and milestones set up in your CRM, you can set up tasks/emails/texts to trigger based on those events. For example, send a "Happy Birthday" text on somebody's birthday!

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As long as the contact has a Birthdate filled in on their profile, this text will trigger and send a Happy Birthday text on their birthday. If a contact has no birthdate entered, this text will simply not trigger!

Make Contingent?

Use the 'Make Contingent' option to trigger a task/email/text contingent on a previous step. The 'Make Contingent' checkbox in Auto Plans allows you to have a task/email/text that will not go out unless another step is marked as 'completed' first.

IMPORTANT

Mass-applying Auto Plans will only apply the plan to contacts who do not currently have an auto plan running. This is a security measure to keep you from accidentally running too many or confusing plans on contacts.

To add additional plans to contacts, manually add the additional plan from inside each contact record.


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