How to Create an Automation

Learn how to create automated workflows that trigger actions based on events. Automations help you send emails, SMS messages, assign tags, and perform other actions automatically when customers register for events, submit forms, purchase products, or perform other actions.

Before You Begin

• You must be logged in to your account at https://app.joinzipper.com
• You need permission to manage automations (typically organization owners and admins have this permission)
• Events, forms, products, or other entities to trigger automations
• Email templates or SMS campaigns to use in actions (if sending emails/SMS)

Steps

Step 1: Navigate to Automations

1. Log in to your account at https://app.joinzipper.com/auth/login
2. From the dashboard, go to Automations (or Marketing → Automations)
3. You'll see the Automations page with your existing automations

Step 2: Open Create Automation Form

1. On the Automations page, look for the Add new automation card
2. The form may be collapsed by default—click to expand it if needed
3. You'll see the automation creation form

What happens next: The form will show fields for configuring your automation.

Step 3: Select Entity Type

1. In the Entity section, select what type of entity will trigger the automation:

   • Form: Triggered when forms are submitted
   • Event: Triggered when customers register for events
   • Event Grouping: Triggered when customers register for classes
   • Appointment Type: Triggered when appointments are booked
   • Product: Triggered when products are purchased
   • Roster: Triggered when customers join your roster
   • Lead Workflow State: Triggered when leads move through pipelines

2. Select the entity type from the dropdown

Note: The entity type determines what events can trigger your automation.

Step 4: Select Specific Entities (Optional)

1. After selecting the entity type, you can choose:
   • Any: Automation triggers for any entity of this type
   • Specific entities: Select specific forms, events, products, etc.
2. Use checkboxes to select which entities trigger the automation
3. Leave "Any" selected if you want it to trigger for all entities of this type

Note: Selecting specific entities gives you more control over when automations run.

Step 5: Configure Trigger Timing

1. In the Trigger section, set when the automation runs:

   Immediate: Actions execute immediately when the event occurs

   • Select Immediate timing
   • Actions run right away

   Delayed: Actions execute after a delay

   • Select Days After or Days After Event Occurs
   • Enter the number of days to delay
   • Example: "Send follow-up email 3 days after event registration"

   Relative to Event: Actions execute relative to event dates

   • Select timing relative to event dates
   • Set days before or after the event occurs

2. Only Run Once: Toggle this option if you want the automation to run only once per customer

   • Prevents duplicate communications
   • Useful for welcome emails or one-time actions

Note: Timing options help you send communications at the right time.

Step 6: Add Actions

1. In the Actions section, you'll see action steps

2. Select action type for the first action:

   • Send Email: Automatically send emails to customers or providers
   • Send SMS: Automatically send SMS messages
   • Add Tag: Automatically assign tags to customers
   • Create Customer: Automatically create customer records
   • Update Lead State: Automatically move leads through pipelines

3. Configure action settings based on the action type:

   • Send Email: Select email template, choose recipient (customer or provider)
   • Send SMS: Select SMS template, choose recipient
   • Add Tag: Select which tag to assign
   • Create Customer: Configure customer creation settings
   • Update Lead State: Select target workflow state

4. Add more actions if needed:

   • Click Add another action
   • Configure additional actions
   • Actions execute in sequence

Note: You can add multiple actions to create complex automated workflows.

Step 7: Review and Save

1. Review your automation configuration:
   • Entity type is selected
   • Specific entities are chosen (if applicable)
   • Trigger timing is configured
   • Actions are added and configured
   • All required fields are filled in
2. Click Add automation (blue button)
   • The button will show a loading state while creating
   • If there are validation errors, you'll see error messages
3. You'll see the automation added to your list

What happens next: Your automation will be:

• Active and ready to run
• Triggered automatically when events occur
• Executing actions based on your configuration
• Tracked in execution history

Automation Examples

Welcome Email Automation:

• Trigger: Customer joins roster
• Timing: Immediate
• Action: Send welcome email to customer

Event Follow-up Automation:

• Trigger: Customer registers for event
• Timing: 2 days after event occurs
• Action: Send follow-up email asking for feedback

Form Submission Tag Automation:

• Trigger: Form is submitted
• Timing: Immediate
• Action: Add tag to customer based on form response

Tips

• Test automations with a small group before enabling broadly
• Use "Only Run Once" to prevent duplicate communications
• Set appropriate delays for follow-up communications
• Combine multiple actions for comprehensive workflows
• Monitor execution history to ensure automations are working
• Keep automations simple and focused

Troubleshooting

Problem: I don't see the Automations page Solution: Make sure you have permission to manage automations. Only organization owners and admins can create automations. Contact your organization owner if you need access.

Problem: Automation isn't running Solution: Check that:

• Automation is enabled (not disabled)
• Trigger conditions are met (entity matches, timing is correct)
• Required entities (events, forms, etc.) exist
• Customer hasn't already received automation (if "only run once" is enabled)

Solution: Review automation configuration, check execution history, and verify trigger conditions.

Problem: I get "Invalid automation configuration" Solution: This error appears when:

• Automation would create infinite loops
• Trigger and action configuration is invalid
• Required fields are missing
• Business rules are violated

Solution: Review automation configuration, ensure trigger and actions are valid, and check for infinite loop risks.

Problem: Customers don't receive automated emails Solution: Check that:

• Email template exists and is configured
• Customer email address is valid
• Email sending isn't failing (check email status)
• Automation actually triggered (check execution history)

Solution: Verify email template exists, check customer email addresses, review email sending status, and check execution history.

Problem: The "Add automation" button is disabled Solution: Check that all required fields are filled in:

• Entity type is selected
• Trigger timing is configured
• At least one action is added and configured
• Action settings are complete

The button will enable automatically when all requirements are met.