Welcome to We Make Systems Sexy! Hi there, Ashley here with We Make Systems Sexy. Today I want to talk to you all about automations that are available within ClickUp. Last time we talked a little bit about external automations (you can watch my tutorial here) that you can do via Zapier sites that are similar to Zapier, like Make, Integrately and so on.
Today we’re going to actually talk about a few options that you have right within ClickUp. We’ll cover some of my favorite automations, some of the most common ones that I use, especially when I started out as a Transaction Coordinator (TC) in Real Estate. These automations are really cool for Transaction Coordination for real estate but can be applied to a lot of other things.
Something that I really love with ClickUp automation, and this is available if you’re on the business plan, are some of the conditions. You would have the actual action or the first part, and then you can add conditions that are going to trigger the actual action to happen.
For example, if say that the due date is coming up and that’s the ultimate due date for a task, yet the status is still not completed, but you want to remind a team member or a contractor, or if it’s dependent on the client, whatever it is, that that due date is coming up and it still hasn’t been done…
You can set an action that when the due date arrives and the status is not closed, add a comment to the task or send an email.
For now, there’s no direct way to base it on days before a due date, but there are always workarounds. (you can base it on the start date for example)
Another ClickUp automation we like to use is when the due date arrives to send the email automatically for us, like for transaction coordinators for example.
If it’s the inspection period I might like to send that email the day before or if the financing contingency is about to end I can send that email on the due date when it’s happening. Just a reminder, to make sure we have everything and again, you can apply this to your business or industry and see how it works for you.
Those are just a couple of the examples that we use. I love the send email feature.
Another one: When a task is created, I like this one for your lead tracker. For example, the task was created or the status changed from lead or proposal out or contract out to now being an active client.
Once the status changes to active client, then you actually can send an automated welcome email. It could just be brief and then you send more detailed information that you have to manually adjust later. As soon as the contract is signed it’s nice that they can get a quick welcome in their inbox.
When a form is submitted, it doesn’t happen automatically to send the form responses to the person who filled out the form; however, what I like about some of the automation that you could do is that when a form is filled out, or basically a task is created via a form, then you could have the automation to send them an email, and the options are going to be the actual form responses.
So you can say, here are the answers to the form responses, and you can have that using the smart fields that are within ClickUp to indicate whatever answers that they entered on the form. So they would have a copy of that form submission.
Those are a few of the examples that we like. Maybe even when a status changes to a done status, you could set an automation to send an email or create a different task.
I love that actually for our content calendar. For awhile we were not able to schedule our Instagram stories, so, when our content task was moved over to a done status assigned to me me, (for me to go in and actually post the content), it then sends an email. Or, it can possibly create a task for me if I wanted to set it up that way. Then it actually gets added to my Google Calendar if I create the task or send an email and I can say, “Oh, I forgot about this. I need to actually post this to my stories now.” So I like that even when it’s in the done status we can use those conditions to decide when it sends me that email.
There are so many different automation options especially on the business plan in ClickUp with the conditions that you can use.
So there you have it, just a few of my examples of some of the things that we like to use in our business.
Again, think outside the box. Make sure that you’re utilizing templates, even the forms within ClickUp, because those are going to make your automations even more powerful as well. ClickUp has so much to offer.
Exciting news: We’re going to be opening up another four-week workshop for ClickUp!
If you have been trying to decide if the ClickUp set-up VIP day is for you, or if the coaching one-on-one is for you and you just are kind of toggling between the 2 decisions, this workshop is for you. We do start with some of the basics, but we dive all the way into automation and forms. My la-la-la-love language.
Within this workshop, you have 4 different classes with me – LIVE for questions and hands-on learning. It’s in a group setting and we have homework assignments between the actual workshop calls to ensure you’re grasping what’s being taught.
If a four-week workshop is something that would interest you with ClickUp, please message me and we’ll talk about dates.
