Overview
An activity trigger automation runs when something happens on a prospect — an appointment is marked kept, a call gets a particular outcome, and so on.
What makes this type different is that it branches. You set up one sequence for when the outcome goes your way, and a different sequence for when it does not.
Steps
Part 1: Build the Automation
Step 1: Open your activity triggers
Go to Automations.
Click List Stacking.
Click Activity Trigger.
You will see your existing automations and the option to add a new one.
Step 2: Choose the activity
You will see the types of lead activity that can trigger an automation, including:
Appointment Outcome
Outbound Call Outcome
Each can be configured separately. The video uses Appointment Outcome.
Step 3: Create the automation
Add an automation.
Enter a branch name.
Select the Appointment Outcome you are working with.
Click Save.
Step 4: Set your timing
Choose your delay preference:
Day-based
Delay-based — gives you finer control, set in minutes, hours, days, or weeks
Set your default time zone, then click Save.
Step 5: Build the "kept" branch
You will now see two paths.
Steps added under Appointment Kept run when the appointment is marked as kept.
Add whatever should happen. For example, to text the prospect:
Add a Send SMS step.
Write the message, or select one of your templates.
Choose the number you are sending from.
Step 6: Add more steps
You can add as many steps as you need to either branch:
Send an email
Send direct mail
Add a note
Notify a team member — and choose which ones
Move the prospect into another automation
Step 7: Build the "not kept" branch
The second path handles the opposite outcome. Steps added there run when the appointment is marked Not Kept.
Set this up too, or nothing happens when an appointment falls through.
Step 8: Save
Click Save once both branches are set up the way you want.
Part 2: Test It
Step 9: Create an appointment
Open a prospect and go to Tasks and Appointments.
Add an appointment.
Step 10: Mark the outcome
Set the appointment outcome to Kept.
Your automation will trigger.
Step 11: Confirm it ran
Click the automation button on the record. You will see that the automation was triggered.
Click into the automation to see:
The steps that will be taken
What has already been executed
The actions still scheduled
Important Notes
This automation type branches. One sequence runs when the outcome is kept, another when it is not. Set up both, or half your outcomes will do nothing.
A prospect can have several automations running at once, so activity triggers can sit alongside status change or manual automations.
Delay-based timing gives you finer control than day-based — minutes, hours, days, or weeks.
When sending an SMS, you choose which number it comes from, so check it is the right one.
The per-record automation view shows what has run and what is still scheduled, which is the quickest way to confirm a test worked.
Troubleshooting
Nothing happened when an appointment fell through
The Not Kept branch is probably empty. Steps have to be added to both branches.
Your automation did not trigger
Check the activity type and outcome you selected match what actually happened on the record.
You are not sure whether an automation is running on a prospect
Click the automation button on the record. It shows which automations are active.
Your SMS went from the wrong number
The sending number is chosen on the SMS step. Open the step and change it.
A step has not run yet
Check the delay set on that step, then open the automation from the record to see what is still scheduled.
Summary
You built an activity trigger automation. You opened Automations, List Stacking, and Activity Trigger, chose an activity such as Appointment Outcome, and set your timing and time zone. You then built two branches — one for when the appointment is kept and one for when it is not — adding SMS, email, direct mail, notes, and team notifications to each. You tested it by adding an appointment and marking it kept, then confirmed from the record which steps had run and which were still scheduled.