How to Set Up Automations in Alivo

An automation is a rule that runs on its own: when something happens, Alivo does something in response. It matters because it takes the repetitive follow-up off your team's plate and makes sure nothing falls through the cracks. This guide walks through the three parts of every automation, how to chain multiple steps, and a newer trigger that watches for hot leads going quiet so you can step in before you lose the job.

The Three Parts of an Automation

Every automation is built from the same three pieces.

Trigger. The event that starts the rule, like a lead moving into a stage or sitting somewhere too long.
Filters. Optional conditions that narrow it down, so the rule only runs for the leads you mean.
Actions (steps). What Alivo does in response, like sending a notification, moving a lead, or firing a webhook.

Chaining Multiple Steps

An automation is not limited to a single action. Click Add action to build an ordered list of steps that run top to bottom, one after another. You can add, remove, and reorder steps, and a rule with more than one step shows a "+N more" marker in your automations list. Many action fields also have an Insert variable option, which drops a reference like the lead's name or stage into the text so your messages fill themselves in.

Good to know: Steps run in order, so put the thing that has to happen first at the top. If a step needs a lead to already be in a certain stage, move the "move to stage" step above it.

Trigger Types

Triggers are what set a rule in motion. Common ones include:

Stage change. Fires when a lead enters or leaves a pipeline stage.
Time in stage. Fires when a lead has sat in a stage for a set amount of time without moving. You pick the stage, a number, and a unit (minutes, hours, days, weeks, or months). Example: "After 3 days in Estimate Sent, move to Follow Up."
No activity (scheduled check). A newer trigger that watches for leads going quiet. It is covered next.

The No-Activity Trigger: Catch Hot Leads Before They Slip

Some leads do not need a stage change to be a problem. They just go quiet. The no-activity trigger runs on a schedule and looks for a hot lead whose conversation has passed a deadline you set without a booking or a met goal. When it finds one, it can notify your team so someone reaches out before the lead cools off for good.

What You Can Tune

Deadline. How many days of no booked or completed outcome before the lead counts as slipping. The default is 2 days.
Cooldown. How long before the same lead can trigger the alert again, so nobody gets spammed. The default is 14 days.
Which leads count. Filters let you limit it to the hot-lead categories you care about.

The "Money Slip" Recipe

Alivo ships a ready-made version of this you can turn on, described in the product as "Money slip, notify team." The idea: when a hot lead still has no booking or met goal after 2 days, notify your company admins and the lead's owner so someone follows up. It is the fastest way to put a safety net under the leads most likely to turn into revenue.

Keep in mind: The no-activity trigger runs on a scheduled check rather than the instant something happens, so it is built for "this lead has gone quiet for too long," not for real-time reactions. Pair it with your normal instant follow-up, don't replace it.

Building Your First Automation

Pick your trigger. Start with the event that should kick things off.
Add filters if needed. Narrow to the right leads so the rule does not fire too broadly.
Add your steps in order. Chain the actions you want, top to bottom.
Save and watch it run. Check your automations list to confirm it is active.

Common Questions

Can one automation do more than one thing?

Yes. Add as many steps as you need and they run in order, top to bottom.

How is "No activity" different from "Time in stage"?

Time in stage watches how long a lead sits in a specific stage. No activity watches for a hot lead going quiet past a deadline without a booking or met goal, and it runs on a scheduled check.

Will the same lead trigger the alert over and over?

No. The cooldown keeps a lead from re-triggering for a set window, 14 days by default.

Still have a question this didn't answer? Reach out to our support team support@alivo.ai and we'll be glad to help.