---
title: "Leads Automation"
slug: "leads-automation"
updated: 2026-04-17T20:32:02Z
published: 2026-04-17T20:32:02Z
canonical: "www.procaresupport.com/leads-automation"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Leads Automation

> [!NOTE]
> Navigation Changes
> 
> The **Leads** and **Registration** sections are now under **Enrollment**.

Create automated emails and action items when a lead status is updated.

Do you find yourself having to send the same email over and over when a lead changes from Waitlisted to Admitted? Use our lead automation feature to set up emails or action items ahead of time. Once you are done, these emails and tasks will be generated automatically by our system.

## Set Up Automations

1. Go to **Enrollment > Configure**.

![navigation enrollment configure](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/navigation-enrollment-configure.png)
2. Click **Manage Lead Automations**.

![manage lead automations](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/auto1.png)
3. Click **Create Automation**.

![create automation rule](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/auto2.png)
4. Complete the fields.
  1. Enter a name for the rule.
  2. Select a status to change the lead to.

In this example, the name of rule is "Follow Up - Tours" and automated tasks are set to occur after a lead's status changes to "Toured".
5. Click **Create Rule**.
6. Click **Add Action** to determine what should take place when a lead's status changes to your selected status.

![add action](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/auto3.png)
7. Choose whether you want to send an email or create a task. ![action type](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/auto4.png)

## Send Email

When sending an email, you have the option to create a new email message or choose from a template.

1. Enter a subject in the **Title** field.
2. Select which staff member’s email the message recipient can reply to.
3. Use the **When** drop-down to select how long it will take to send the email after the status changes.
  - Select **Immediate** to send the email immediately after the lead's status changes.
  - Select the number of days to send the email after the lead’s status changes. You can select between 1 and 30 days. For example, if you select **1 day**, the email will send one day after the lead's status changes.

![send email](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/auto5.png)
4. Click **Save**. If you are finished adding actions, skip to [Activate the Task](/procare-online/docs/leads-automation#activate-the-task).

## Create Task

Creating a task works similarly to when you create a manual task on the **Tasks** page.

1. Complete the fields.

![create task](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/auto6.png)

| Field | Description |
| --- | --- |
| Title | Enter a name for the task. |
| Assigned To | Select a staff member to assign the task to. |
| Type | Select whether the task is a call, email or to-do. |
| Note | Enter any additional details about the task. |
| Task Due (After Creation) | Select the number of days to set the due after the task is created. |
| When | Select the number of days to create the task after the lead’s status changes. You can select between 1 and 30 days. |
2. Click **Save**.

## Edit the Rule

Once your email(s) and/or task(s) have been created, review them to ensure that each item occurs in the correct order.

- Click **Edit** ![edit icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/edit.svg) next to the rule name to rename the rule
- Click **Edit** ![edit icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/edit.svg) on an action to modify it
- To delete an action, click **Delete** ![delete icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/delete.svg), then click **Yes, Delete** to confirm that you want to delete the action

> [!WARNING]
> Note
> 
> Deleting an action cannot be undone. An action cannot be recovered once it has been deleted.

## Activate the Rule

To activate automated tasks, click **Inactive**, then select **Active**.

![automations](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/auto7.png)

You can also activate rules on the **Manage Lead Automation** window by clicking **More Actions** ![more icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg), then selecting **Active**.

![edit delete automation](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/auto8.png)

> [!WARNING]
> Note
> 
> Each item in the task automation will be generated as long as the lead remains under that status.
> 
> As soon as the lead changes from that particular status to a new status (for example, moving from Toured to Enrolled), the lead will switch from the Toured automated tasks to the Enrolled tasks. All tour-related emails or actions will stop.