Build Auto Plan Steps

Step 1: To check out the new options in Auto Plans, navigate to the Settings area of your account and click on the tab for Auto Plans. Then click on TRANSACTION PLANS.

Step 2: On the right, select Add Plan, and name it, Name it, and hit Next.

Step 3: At the top of the plan, you'll find Auto-Pause settings.

Auto Pause Settings

Think carefully through these questions for your auto-pause settings.

  • Do you want the plan to pause if the transaction expires?

  • Do you want the plan to pause if the lead or transaction status changes?

  • Do you want the lead or transaction status to change if the Auto Plan completes? If so, what status would you like it to change to?

When you have your auto-pause settings updated, move forward to add steps to the plan.

Step 4: Add Texts, Emails, and Tasks

As you begin to add steps to your Auto Plan, you’ll see you can add text messages, emails, or tasks to your plans. Here’s a breakout of each of those steps. Be sure to review each item in the form. If you use Placeholder fields, they will auto-populate the information from the transaction to the text message when it's automatically sent.

TIP: Always use ROLES to Send From/ Send To/ and Assign as opposed to sending from/to or assigning a person's name.


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Text messages:

The below is the form to add a Text message to your plan. This would automate a text message out to your contacts who are applied to the transaction.

Important fields highlighted above are:

1. Placeholder fields- can be added by clicking "Insert Placeholder".

2. Computed time or Event- you can set this text to send at a time like on Day 0 after the Auto Plan Starts, or you can choose to send Before/After, or on the day of an Event (which is a Custom Date added to your system).

Here's what it looks like using an Event:

3. a. Use "Make Contingent" to show tasks only after another task is completed.


The checkbox in Auto Plan Tasks to Make Contingent allows you to have a task that will NOT go out unless another step is completed first. For example, you can have a text message go out automatically to notify a listing agent when listing paperwork is submitted to your MLS.

Alternatively, you can set a Text/Email/Task to fire after another task is *due* by setting it 0 seconds after the task but NOT clicking the checkbox. It will fire as the parent task becomes due. Clicking the checkbox ensures it will not fire at all *unless* the parent task is completed.

b. Put tasks into a specific order

Currently, Brivity does not allow you to order tasks. To put tasks in an order in Brivity, many users will put a task after another *without* the Make Contingent checkbox marked.


For example, see below. If you want a plan to flow in order, make them follow after another step, just don't check the box to Make Contingent. You may even want to add a few seconds between them like this:

* The checkbox means this thing will happen only after the above task is completed.

* Without the checkbox, it will show in order following the previous task.


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Emails:

The below is the form to add an email to your plan. This would automate an email out to your contacts who are applied to the transaction.

Important fields highlighted above are:

1. Choose Template- you can either write an email from scratch here or choose from one of your email templates.

Once an email template is added here, it is no longer connected to your Email Templates. It becomes its own email within this plan. Meaning, you can customize/update the email here for this plan, and that update will not affect the email in your templates.

2. You can CC specific people in this email, but right now you cannot CC a role. For example, if you want to send an email to both Buyers on this transaction, you'll need to make two and copy/paste the same email to both roles of "Buyer" and "Buyer 2". We are working on allowing you to CC roles in the future.

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Tasks:

The below is the form to add a task to your plan. This would automate a task to appear for your teammates/users who are applied to the transaction to be able to complete on the day due.

Important fields highlighted above are:

1. Task Priority- your team can use priorities 1-9 as you wish. Our teams use 3 priorities and they follow these rules. For transactions, most documents will be a Priority 1. Other priorities may vary based on your need.

The point of priorities is to help you accomplish the most important things first, but also allow you to pull up another person's tasks and help them complete their Priority 1 tasks (like if someone on your team is out sick).

Priority Definitions

Priority 1

Absolutely has to be done on a set date as a promise to the client or top priority.

Priority 2

Can be done on the date or the day after. Example- told the client it would be done "later in the week".

Priority 3

Can be done anytime. It would be good to get done this week, but if it was moved to next week it's ok. No promise to any client.

2. Visibility- you'll choose if clients/collaborators will see this task or not. Most Marketing tasks will always be visible, and most document compliance will likely not be visible. Of course, its all up to you and your team to choose which tasks to share Visibility.

3. Add Notes- When a task is completed, you can choose if you want it to also post a Note on the Transaction. The Task Notes feature is much more useful in the daily use of transactions than here when building auto plans. For now, you may want to leave Notes blank until we show you how to use them in Transactions.

4. Instructions- We suggest you be very detailed in writing instructions. If something happens to you, what exactly should someone else have to know to be able to accomplish this task today?

5. Recurring- Set tasks to recur. This is really valuable for Marketing plans! Set tasks to recur Daily, Every [x] Days, Weekly, Monthly, or Yearly.

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