Sign up form automations run actions when someone submits a sign up form, such as sending an email, launching a series, or creating an opportunity. You can also schedule emails and texts that go to everyone who signed up, on a date and time you choose.
How to Open a Sign Up Form's Automations
Click Automation in the left sidebar.
Click Sign Up Forms.
Open the sign up form you want to work with.
Click the Automations tab.
To build the form itself, see How To Create a Sign Up Form.
Which Automation Section to Use
The Automations tab has two sections:
Trigger Automations When Someone Signs Up - runs each automation as soon as someone submits the form. Use it for a lead magnet email, launching or canceling a follow-up series, or creating an opportunity.
Schedule Emails & Texts to Send to All Sign Ups - sends an email or text to everyone who signed up, at a date and time you set. Use it for webinar reminders, event follow-ups, and post-event recaps.
How to Create a Trigger Automation
In the Trigger Automations When Someone Signs Up section, click Create Automation.
Choose the action you want to take.
Select the template the action uses. Create your email, text, and series templates before you build the automation, so they're available to select here.
Click Save Automation.
Available actions:
Send Email - sends an email template when the form is submitted. To deliver a lead magnet, such as a free PDF, resource, or link, select a template that includes it, so it only goes out after someone submits a valid email.
Cancel Scheduled Email - cancels a scheduled email to the contact.
Send Text - sends a text template.
Cancel Scheduled Text - cancels a scheduled text to the contact.
Launch Series - starts a multi-step follow-up series.
Remove From Series - stops a series the contact is already in, so they stop getting reminders after they've taken action.
Set Custom Field Value - sets a custom field value on the contact.
Create Task - creates a follow-up to-do.
Create Opportunity - adds the sign up to a pipeline and stage.
How to Set the Order Multiple Automations Run In
A form can have as many trigger automations as you need, and they all run from the same submission. For example, one form can launch a series, cancel a series that was already running, and create an opportunity. Run Order sets which automation runs first.
In the Trigger Automations When Someone Signs Up section, open the automation, or click Create Automation to add a new one.
Enter a number in Run Order.
Click Save Automation.
Repeat for each automation on the form.
Lower numbers run first. Run Order shows for every action, including actions with no template, such as Create Task and Create Opportunity.
For example, to fill in a custom field before the opportunity is created, set the Set Custom Field Value automation to 0 and the Create Opportunity automation to 1.
Run Order works the same way for other triggers. See Automations Overview.
How to Run an Automation Only for Certain Responses
Conditions control when an automation runs, based on the answers in the form. Conditions are an Enterprise feature.
Select a field from the form.
Choose an operator, such as is.
Match it to a specific value.
Common uses include sending a different series based on a dropdown selection, or tailoring follow-ups by interest, brand, or category.
How to Assign a Sign Up Owner
You can assign sign ups to a specific user or round robin. This is often used with conditions to route each sign up to the right person.
Options:
Specific team member - assigns sign ups to one user.
Round robin - rotates sign ups across all users or a specific team.
Owner alert - alerts the owner when a sign up comes in.
When a Sign Up Owner is assigned, any automation email triggered by that submission sends from the owner's account, not the account of whoever created the form.
How to Schedule Emails and Texts for All Sign Ups
In the Schedule Emails & Texts to Send to All Sign Ups section, click Schedule Send.
Select Schedule Email or Schedule Text.
Select an existing template or draft one directly.
Choose Schedule Email or Schedule & Add Another.
Select the date and time.
Click Schedule.
Each scheduled send goes to everyone who has signed up by its send time. Someone who signs up after a send has gone out doesn't receive it.
For example, to remind people who registered for an event or webinar, schedule one reminder three days before, another the day before, and a third an hour before. Schedule & Add Another lets you set up each reminder in one sitting.
Scheduled sends are listed in the Schedule Emails & Texts to Send to All Sign Ups section of the Automations tab, where you can manage them.
Key Notes
Trigger automations run as soon as each person submits the form. Scheduled sends go out at the date and time you set.
Run Order defaults to 0 and accepts whole numbers from 0 to 9999.
Automations with the same Run Order run in the order they were created, oldest first.
Conditions require the Enterprise plan.
Video Walkthrough
Use the timestamps below to jump to specific sections:
0:00 - What sign up form automations do
1:03 - How to open a sign up form's automations
1:42 - Which automation section to use
3:00 - Creating templates before automations
3:20 - How to create a trigger automation
3:56 - Trigger automation examples
5:10 - Using multiple automations on one form
5:50 - How to run an automation only for certain responses
7:01 - How to assign a sign up owner
7:35 - How to schedule emails and texts for all sign ups