You can either read through the step-by-step instructions below or scroll to the bottom of the page to watch the recorded video for a full walkthrough. Click here to go straight to the video.
Overview: What Sign Up Form Automations Can Do
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Sign up form automations allow you to trigger actions automatically when someone completes a sign-up form. These automations help ensure consistent follow-up and reduce manual work.
Common actions include:
Sending a single email, including emails with attachments for lead magnets
Launching or stopping a series
Updating custom field values
Creating tasks
Creating opportunities
Running multiple automations from the same form
Accessing Sign Up Form Automations
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To access automations for a sign-up form:
Go to the Automation tab in the left sidebar.
Click Sign Up Forms.
Open the sign-up form you want to work with.
Click the Automations tab inside the form.
If you need help creating a sign-up form itself, refer to the separate help article on building sign-up forms before continuing.
Understanding the Two Automation Sections
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Inside the Automations tab, you will see two distinct sections.
Trigger Automations When Someone Signs Up
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These automations run immediately when someone submits the form.
This is the most commonly used section.
Use this when you want something to happen right away after form completion.
Examples:
Send a lead magnet email
Launch or cancel a follow-up series
Create an opportunity as soon as someone signs up
Schedule Emails and Texts to Send to All Sign-Ups
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These sends go out at a specific date and time to everyone who signed up.
Best for event-related communication.
Common use cases:
Webinar reminder emails
Event follow-up emails
Post-event recap messages
Best Practice: Create Content Before Automations
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Before building an automation, make sure the related content already exists.
Create first:
Email templates
Text templates
Series templates
Once these are created, you can easily select them when building your automation.
Creating a Trigger Automation
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To create a trigger automation:
In the Trigger Automations section, click Create Automation.
Choose the action you want to take.
Available actions include:
Send Email
Cancel Scheduled Email
Send Text
Cancel Scheduled Text
Launch Series
Remove From Series
Set Custom Field Value
Create Task
Create Opportunity
Common Trigger Automation Examples
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Delivering a Lead Magnet
Use Send Email
Select an email template with the attachment included
Ensures delivery only after a valid email is submitted
Launching or Stopping a Series
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Use Launch Series to start a multi-step follow-up
Use Remove From Series to stop an existing series when the form is completed
Helpful for preventing unnecessary reminders after someone has already taken action
Creating Tasks or Opportunities
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Use Create Task to generate a follow-up to-do
Use Create Opportunity to automatically add sign-ups to a pipeline and stage
Using Multiple Automations on One Form
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You are not limited to a single automation per form.
Example workflow:
Launch a series
Cancel a previously running series
Create an opportunity
All of these actions can run automatically from the same sign-up form submission.
Using Conditions (Enterprise Feature)
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Conditions allow you to control when an automation runs based on form responses.
How conditions work:
Select a field from the form.
Choose an operator (such as is).
Match it to a specific value.
Common use cases:
Sending different series based on dropdown selections
Tailoring follow-ups by interest, brand, or category
Assigning a Sign-Up Owner
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You can assign sign-ups to a specific user or round robin.
Options include:
Assigning to a specific team member
Using round robin assignment
Alerting the owner when a sign-up occurs
This is often used alongside conditions to route sign-ups to the correct person automatically.
Scheduling Emails and Texts for All Sign-Ups
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To schedule emails or texts:
In the Schedule Emails and Texts section, click Schedule Send.
Choose Email or Text.
Select an existing template or draft one directly.
Choose Schedule Email or Schedule and Add Another.
Select the date and time.
Click Schedule.
Scheduled sends will appear in the Scheduled Emails section for the form.
Watch the Full Recording
Scroll to the bottom of this page to watch the full recorded training and see each of these features demonstrated live.
Transcript
Transcript
0:00 What if your signup forms could instantly send emails, launch, or stop follow-ups? Or they could create opportunities without you doing anything?
0:16 Well, today we're going to talk about signup form automations and how you can set all of that up. And so, just for a quick brief overview, here's some of the things that our signup form automations can do.
0:31 You can send a single email, such as even delivering an attachment to somebody for a lead magnet. You can leave a email.
0:40 You a series, or what I love is that you can even stop a series that's in progress when somebody fills out the signup form too.
0:49 Custom fields can be updated. Tasks can be created. Opportunities can be created as well. And you're not limited to any single automation for your signup form either.
1:03 So let's take a look at this. You can go to your signup forms from the automation button in the left sidebar and then click on sign up forms.
1:17 Click on the signup form that you have created. See, uh, we have a separate article that talks all about how to create your signup form.
1:29 So if you need those basics, go to that, uh, that help article. For your automations, go to the automations tab.
1:42 Now you will see that there are two sections in here that are distinct. you have your trigger automations when someone signs up section right here and then below that schedule emails and texts to send to all signups.
2:03 So what's the difference between these? Well, first of all, in most cases, you're going to be looking for this trigger automations section, and this is for something that'll happen when somebody signs up.
2:19 Basically, when they click signup, you'll be having whatever is in here triggered. But this below section for schedule emails and texts, that, as you can see right here, will schedule to send to all signups at a particular time.
2:40 in the future. Think, like, uh, if you have a webinar that you want people to register for, and then you want reminder emails, or even, like, uh, emails to be sent after the event, this is how you can, uh, set that up.
3:00 So, when we're going in this Trigger Automations section, you want to click on Create Automation. As with all automations in our system, you'll generally need to create the content that is being automated before you do.
3:20 Set something like this up, so your email templates, your text templates, what have you, should all be created, and then you'll come in here to set it up.
3:32 So, you'll see the automations all right here that are available. So, you've got Send Email, or Cancel Scheduled Email, like a, like a reminder email, for instance, uhm, to fill out this form.
3:47 You can have it cancel when people fill out the form, so they don't get needlessly reminded to do something that they have already done.
3:56 Also e-mails, like I said in the intro, can be a way that you deliver a, like a white paper, for instance, for a lead magnet, and, and then people will receive that only if they actually give you the correct email.
4:15 You've got your series right here for multi-step automations that will trigger or be stopped when people fill out this form.
4:26 You have Set Custom Field Value to always set a particular value to people who have filled out the form, create tasks to create a to-do for you, and then also create opportunity if you want everybody to be added to your pipeline who fills out this form.
4:49 So, for this, I'm going to go with Launch Series. I'll choose my template. I can delay it if I need to and I'll save my automation here.
5:10 So for this row right here, like also, by the like I said in the intro, you can have multiple things happen.
5:20 When people, uh, fill out the form, so you could, for instance, have a series launch, a previously running series be canceled, a, and then also you could have a, uhm, an opportunity created for that contact.
5:39 All automatically done when people fill out the form. Also, So you'll see a couple of options that open up here, like for Conditions.
5:50 Now Conditions is an enterprise feature, but if you have an enterprise subscription, you can create a condition. That will, uhm, only send to people based on the response that they give.
6:09 So, for instance, a, uh, a common one might be, like a, you have a dropdown for, for instance, uh, like what, what brand are you interested in?
6:21 And then if they select X brand, then they receive a series that is tailored to X brand. And then you could even have it assigned to a particular person on your team who specializes in industry.
6:40 So it's kind of like a, like a filter where you would just say, you'd select the field and say is, and then it matches, uhm, that particular one.
6:53 Uhm, for this form, it's actually not a great example for setting up these, uhm, these conditions, but it's a pretty simple process.
7:01 Additionally, like I said, you can have certain people on your team assigned to signups here based on those conditions, and this is how you can do it right there, under the column that says signup owner.
7:20 You can select the owner, probably anybody in your team, or it can be a round robin, and also they can be alerted on signup.
7:35 So that just about does the, uhm, the trigger section. Now for the schedule emails section, this is really quite straightforward.
7:46 You'll just click schedule, or schedule send, choose an email or text. You can either trap your email or text right here, or you can select the a, an existing email template, and then if you need to do multiple email templates, you can hit schedule and add another.
8:12 Otherwise, just schedule email, choose when you need it to go out, and click the schedule button, and you'll see it listed right there under your scheduled emails card for the forum.
8:33 Alright, well, that does it for this section. Reach out to us if we can help you at all. Thank you so much.