Automators

The ready-made automator that welcomes every new buyer — a welcome text and intro email, up to three calls for the contact's owner to confirm their buy box and funding, then a decision to file them as Verified buyer (lowest buyer tier), Keep nurturing, or Not a buyer — plus how to install it, what it needs to send, and how to change it.

Automators are guided workflows that run automatically as a deal moves — the Automators list, lane filters, hidden archived automators, the Map view, status badges, and installing, viewing, or uninstalling from the collapsible TED library card.

The progress strip on a deal's header — one segment per pipeline stage — and its drill-in sheet with statuses, automator runs, and what's starting when, including which automators count toward a deal (only those whose triggers apply to its deal type, plus any already run on it).

Claiming and completing an automator task (and the checklist item it checks off), how an Approval step goes straight to its approver for Approve or Reject (including approvals that send rejected work back to an earlier step), and reassigning a verifier who's left the team, plus tasks that require a document upload.

What every "needs attention" banner on an automator run means, who can resolve it (the step's assignee, the run's owner or an admin), and how — Retry, Skip, Fire now, Assign someone, Assign TC when a step's deal seat is empty, Set owner when an Email or Text step has no one to send from, and the rest.

How an automator's Email step reaches you for review before sending (on the deal, or for an automator that runs on a contact, under Pending automator emails on the contact's Overview), the auto-send setting, seeing whether the email was opened and its links clicked, and what happens if a reply never comes.

The Automators tab on a deal — grouped by lane, starting a run by hand, following its progress, who can work a run (the step's assignee, the run's owner or an admin), answering decisions, filling out forms, waits, pausing and resuming, and canceling a run you started by mistake.

Creating and editing the email templates an automator's Email steps send (and that anyone can pick from the email compose window) — merge fields (including property details like bedrooms, square feet, and ARV, the deal's active buyer contract, your team's own custom fields, and the Contact fields for automators that run on a contact), drafting with Ask TED (including from inside the automator builder chat), previewing with a real deal, revision history, and archiving.

What each step type in the automator builder does (and which ones an automator that runs on a contact can use, including emailing or texting This contact) — Instruction, Decision, Condition, Task, Approval (including what happens when it's rejected, and freezing a flip's underwriting numbers when it's approved), Form, Email, Text, Action (including Cancel deal with a cancelled reason and Put on hold, and the contact actions — set buyer tier, set follow-up, add to a list, change contact owner, set a contact field, log a note — on the contact a run is about or a deal's seller or buyer, and Review a vendor — leaving a 1-5 star review on a vendor from a Rating question on a form, as the person who submits it — plus the Fix & Flip actions — Create the Retail Resale, Set project status, Set a deal field on the Project or the Linked deal, and Trigger another automator's Run on — Linked deal), Status change, Sub-automator, Recurring, Wait, and End. Covers setting a due date on an Instruction, Decision, Form, Task or Approval step (relative to when the automator started, when the step was reached, or a deal date such as the closing date, in calendar or business days). Includes what the Sub-automator step's "Wait for it to finish" and "Start one for each value in a list" switches do, the Condition step's list-field pickers, Deal type and Buyer's strategy subjects, offer conditions (the amount or status of the offer that started the run, against a number, a deal field, a number/currency custom field, or the deal's Floor price — contract price + your team's floor profit), the Form step's two kinds of question (a Deal field you pick from the full list, or a Custom question you name and type — a list field makes the question that field's live dropdown), creating a new custom field without leaving the builder, the Action step's three value sources (Static value, Collected field, Today's date) and when a Form step is the simpler way to have someone enter a value, the Set a deal field action's "Only fill if empty" checkbox (never overwrite a value someone already entered — the run timeline notes the skip), the Buyer contract fields (always the deal's current buyer contract; skipped with a note when there is none; conditions can't see a fallen-through contract), the Recurring step's Stop when choices (including Manual stop only and the Stop after N occurrences cap), the Add an expense action's category list and amount (a fixed figure or an earlier Number/Currency form answer — a blank answer adds no expense) and its Ledger (this deal or a flip's Project ledger), Phase and Source, the Trigger another automator action's Params (handing values such as a form answer to the automator it starts — a blank value is passed as empty), the Email step's Seller, buyer, or agent recipient (emailing the deal's seller, buyer, listing agent or buyer's agent — the buyer falls back to the current buyer contract's buyer), the Email step's Vendor by type recipient (emailing the deal's title company, inspector or photographer — company vendors go to the deal's Title POC or other person set on the deal, then the company's point of contact, then the company's own email), and the Email step's Buyer list recipient kind (and the "Email your buyer list" step-picker entry) for deal-marketing campaigns, including "Skip buyers already emailed about this deal" for tiered rollouts, the Form step's On submit section (actions that run when the form is submitted, such as adding an expense from one of the form's own answers), and a Decision option's When picked actions (what runs when that option is chosen), and why publishing stops when a Condition rule or a custom-field save no longer fits a form question whose field or type you changed.

The automator builder — choosing whether it runs on a deal or a contact (Runs on — and on a contact, the contact triggers that start it, the Contact owner assignee, rules about the person such as buyer tier and contact type, waits or due dates counted from a contact date like Next follow-up or Birthday, and emailing or texting the contact itself with contact merge fields such as Contact First Name, and contact actions that set their buyer tier or follow-up, add them to a list, change their owner, set a contact field or log a note), the step list, adding and branching steps, step instructions with video embeds, and the diagram view.

Fixing validation errors, previewing an automator against a real deal, publishing a new version, restoring an old one, and setting what starts it — trigger bindings, including the Fix & Flip project triggers and the contact triggers (a type added, a buyer tier change, a follow-up date, no contact in a set number of days, a birthday).

How to add a Text step to an automator — pick who gets the text (on an automator that runs on a contact, This contact — the person the run is about — with Contact merge fields like the contact's first name) and whose smrtPhone number it comes from, write the message with merge fields, why texting has to be turned on first, when texts go out (texting hours), and what to do when a text step pauses (Try again, Skip this text, a text that may have already gone out).

Chat with Ask TED, available from anywhere via a floating button or ⌘J, to look up your team's deals (including who is on them — the title company and its point of contact, lender, agents, JV partner and vendors — plus the buyer contract and contingencies, open tasks, uploaded documents, checklist, liens and title issues, buyer email blasts and emails linked to the deal) and contacts, find matching buyers or lenders, check business figures like revenue and pipeline health, ask how a flip project is doing (its P&L), and make changes — always staged as a plan for you to approve first — to a deal (property type, lead source, selling reason, title status, purchase type and the rest of its fields, plus your team's own custom fields), a contact (add someone new, change their follow-up, owner, tier or types, log a call or meeting, start a contact automator) or a contact's/company's buy box or lending box; ask who you haven't talked to lately; read a contact's or deal's texts and calls; team admins can also have it text a seller or any contact from their own number, or create a new custom field; draft or edit an automator if your role has Automators edit access, write an Email step's content (admins), and browse your past conversations. An empty chat shows suggested actions — clickable prompt chips tailored to the page you're on. If you ask a how-do-I question instead, it moves you to a support conversation rather than guessing. Standard messages cost 1 AI credit, Deep reasoning costs 4.

Admins can rename, recolor, reorder, and deactivate your team's pipeline stages and statuses at Settings → Pipeline — what drives the deal-header progress strip — and scope a status to only the deal types it applies to.