Guides › Routing & alerts
Automations & Jobs Switch on an automation, give it the credential it needs, choose which leads it sends, and put it on a schedule. Find it: Settings > Automations. the “Automations” tab; credentials live in “Secret Vault” beside it; timing under Settings → Scheduled Jobs Before you start: An administrator role. Any credential the automation requires, already in the Secret Vault under the exact name it looks for. The Lead Tags you want it to cover, if it is one that filters by tag.
Turn on an automation Every automation is set up the same way. Ten minutes for your first, two for the next. Switch it on The toggle makes it available to your workspace. Nothing runs yet. Open the row and read its numbered instructions They are written for that automation, including who will see what it sends. Add the credential it names In the Secret Vault , under the exact name shown — for example SLACK_WEBHOOK_URL . Choose which leads it should send Only the settings that apply to how it runs for you are shown. Press Schedule — if the row offers it — then enable the job Under Settings → Scheduled Jobs . An automation LeadLogiX triggers itself has no Schedule button. The job has a next-run time; after it passes, the row shows the last run.
Practice: set up a Slack hot-lead alert end to end Credential, automation, leads, schedule — in the order the product asks for them.
Read a row's status Label Meaning Do No credentials needed Runs without anything in your vault. Nothing. secrets missing A credential it requires is absent. It will fail until you add it. Add it under the exact name the row lists. needs setup A required setting is empty. It runs and does nothing. Open the row and fill it in. not set up It sends email and no Email Engine is connected. Connect one — why . runs automatically LeadLogiX triggers it. No Schedule button, nothing to press. Nothing. no automatic trigger Nothing is driving it. Set a schedule if the row offers one; otherwise contact support. scheduled A job already runs it. Manage timing under Scheduled Jobs. managed Your workspace cannot switch it off. Nothing. last run failed It ran and failed. Hover for the reason. Read the reason in History. ran — delivered nothing It ran and sent nothing. Hover for the reason. Usually no qualifying leads, or no recipients.
Choosing which leads get sent Every sending automation asks “Which leads should this send?” Answer Then set Use it for Leads that score highly enough A minimum lead score — LeadLogiX's 0–100 rating. Most workspaces start around 70. Volume control. Leads carrying certain tags Tags from your own catalogue. A category you always want forwarded. Either Both. A lead qualifies on score OR tag. Sending a low-scoring lead that matters anyway — someone who asked for a callback. This picks the leads , not the people. For Slack, Teams and webhook automations everything goes to the single address in your vault; email and text recipients are set on the tag ( tags say WHO, automations say WHICH ).
Running it for one line of business On the job itself, under Scheduled Jobs — not on the Automations page. Open Scheduled Jobs and edit the job Find What this automation covers , under the question about which leads qualify. Tick the lines it should cover Each CRM connection is its own automation, so this is set per CRM: property leads to one CRM, insurance leads to another, neither seeing the other's. The job list shows your choice on the row. You choose Result Leave it empty Every line, now and later — a line you add next year is included automatically. This is how every existing automation already works. Pick one Leads in your other lines are skipped — not failed, not suppressed, outside the job. The run summary says how many were left out. Pick several The same, with more than one line ticked. Empty means every line — including ones you add later Running one line today, ticking it changes nothing now and everything later: an automation left empty follows you into a new business the moment its first leads arrive — your CRM receives them, alerts fire, briefs are paid for. Tick your line even if you only have one. A tag filter is not a substitute for this A tag filter picks leads out of the ones the automation already covers; What this automation covers decides what it covers at all. Narrowing tags instead gives the right result while the other line's leads are still scanned, counted and paid for on every run — the same tag can be applied in both businesses. Lines of business: the details It is on the job because what an automation covers travels with its schedule; the Automations page sets its other settings. Empty is the default rather than a list of today's lines precisely so that nothing existing changed when lines arrived — which is also the reason to tick, if you would rather a new business not be swept in. It is the setting that saves money. Automations that write an AI brief, send a text or push to a CRM cost something for every lead they touch; restricting one to the line where it is useful is the difference between paying once and paying twice. You may see a second group below your lines, Processing depths , naming records processed at a shallower depth — identity-only records : we resolved who someone is without valuing the enquiry. They are never shown as a line of business because nothing was sold in them, and they carry no score, so most automations find nothing to do there. You can scope an automation to them deliberately, and a CRM will then receive only those records. Reports that count your whole workspace, and the returning-customers report, have no Lines of Business setting: a returning customer is one person who can appear in both businesses. If one is set anyway on a report that cannot use it, the run says so rather than pretending it applied.
Secret Vault Settings → Automations → Secret Vault tab — admins only Open Settings → Automations, then the Secret Vault tab It lists your secrets by name, with an Add secret button above them. Click Add secret The New secret form asks for Secret name , Secret value and an optional Description . Enter the exact name, and paste the credential as the value For a webhook, the URL is the value; the name is the label automations look it up by. Save secret The secret is listed by name only; the automation that needed it stops showing secrets missing. The name must match exactly — a near-miss reads as absent If an automation needs SLACK_WEBHOOK_URL , then SLACK_WEBHOOK or Slack_Webhook_URL is not found, and the row keeps saying secrets missing while a secret that looks right sits in your vault. You can replace a value at any time but not a name — to fix a typo, create it again under the right name and delete the old entry. Name Used for SLACK_WEBHOOK_URL Posting leads to a Slack channel TEAMS_WEBHOOK_URL Posting leads to a Microsoft Teams channel CUSTOM_WEBHOOK_URL Posting leads to an HTTPS endpoint you own TWILIO_ACCOUNT_SID Texting leads — required TWILIO_BASIC Texting leads — required, the base64 auth pair TWILIO_FROM Texting leads — optional; skip it if a Messaging Service carries the sender HUBSPOT_TOKEN Syncing to HubSpot, when you connect it by key rather than approval SALESFORCE_TOKEN Syncing to Salesforce, same CRM_WEBHOOK_KEY Syncing to any other CRM over a webhook Texting needs TWO secrets, not one TWILIO_ACCOUNT_SID and TWILIO_BASIC are both required — with only one the automation cannot send and shows secrets missing . TWILIO_FROM is optional when your Twilio Messaging Service supplies the sending number. What belongs in the vault The vault keeps each secret encrypted and hands it to an automation only when it runs, by its name, so a credential is never pasted into every automation or visible to your team. Values are never shown again — admins only see names. Rule of thumb: if a setup screen asks you to paste a webhook URL, API key, token or secret, it goes in the vault. If it sends you to another service to approve access, that credential is stored for you automatically and appears here afterwards. You do not have to remember the names: each automation's row lists the exact names it needs, and the Scheduled Jobs form picks them from your vault rather than asking you to type one. A name not in your vault cannot be selected — which is the moment to come here and add it. The secret form, field by field
Scheduled jobs Settings → Scheduled Jobs Create the job — or press Schedule on an automation Pick its type and settings. Choose the schedule and time zone Presets start at every 15 minutes; Advanced accepts a raw cron expression. Switch on Enabled A next-run time appears. A job with no next run is not scheduled. Workspace cap: 100 job runs a day, across all jobs A one-minute schedule burns the whole budget by midday and stops your other jobs too. A second job that does the exact same thing — same script, same CRM target or same report — is blocked, with a pointer to the job that already covers it, because it would do the work twice and could double-send. Edit the existing job to change timing. To stop a job, disable or delete it here; reports and alerts stop immediately, no billing or support needed. What you can schedule Job What it does Reports & alerts Hot-lead alerts, weekly digests, aging-lead nudges — emailed to your team. CRM sync Pushes newly scored leads to your CRM on a cadence, each carrying its customer profile: a summary plus a live link to the full profile. Learn from my CRM Reads closed-deal history for value insights — see CRM Insights. Automations Runs a ready-made automation, including profile-aware ones that act on a whole customer. Call my webhook POSTs to an HTTPS endpoint you own on a schedule, with secrets pulled from your vault. Lead cleanup Tidies up old leads on a retention window you choose (7-day minimum). A lead you paid for, or one belonging to a customer recognised more than once, is always kept the longest. The schedule form, field by field — and an interval calculator
Email Engine Settings → Email Engine — admin only. Setup steps are in Quick Setup. Reports and email alerts send from your own provider. Follow Quick Setup step 3 to connect it; this section is the reference. Provider What it asks for SMTP Host, port, username, password. Ports 465 and 2465 use TLS directly; 25, 587 and 2525 upgrade to TLS. AWS SES The SMTP username and password from the SES console — not your AWS console login — and the SES endpoint hostname. Google Workspace An App Password — not the account's login password — and the Google email address. Saved values are masked server-side: the browser only ever receives dots, so a masked field on a re-opened page means it saved. Send Test Email to Me stays greyed out until a configuration is saved; the test goes to the address you are signed in with and reports which host it went through. The connection form, field by field
Add AI briefs to your leads Three ready-made automations write a short brief on each qualifying lead — one for OpenAI, one for Claude, one for Gemini. Put your provider's key in the Secret Vault Under the name the automation asks for. Until it is there the automation runs and stops, naming the missing secret. Switch on the automation for the provider you use Its row shows no badge. Set which leads qualify, and the two caps Minimum lead score, tag filters and look-back. Most leads per run is a batch size; Most leads per day (starts at 100) is the actual spending ceiling. Choose Response length About 90, 200 or 450 words. Press Schedule, then enable the job Briefs appear in each lead's detail panel, visible to admins and procurement. Cost is yours, and personal details are stripped by default Each lead briefed is a request to your account at the model provider. Names, phone numbers and email addresses are removed from what the provider sees, including inside the conversation summary; the switch that sends them anyway should stay off unless you have accepted that provider's terms for your customers' personal data. AI briefs: billing, CRM and length rules Enabling more than one does not bill you twice. Each lead is briefed once, by whichever provider reaches it first, so a second one can be kept configured as a fallback. A lead is never re-briefed: changing the model or the length applies to later leads only. On pay-per-lead, only purchased leads are briefed — the brief would sit behind the paywall with the rest of the paid detail. Buy a lead and the next run briefs it however long it sat unsold, because on pay-per-lead the look-back window counts from when a lead was purchased , not when it arrived. The run history says how many it skipped and why. It reaches your CRM, and your CRM waits for it. The brief is pushed as LeadLogiX AI Brief in HubSpot and Salesforce. A lead is sent to your CRM only once, so CRM sync briefly holds a lead still waiting for its brief — capped at six hours by default, so a provider outage delays your CRM rather than stopping it. The sync's history says how many it is holding. Ask us to turn the wait off for a connection if you would rather have leads immediately. Length. The model is asked for roughly 90, 200 or 450 words and told to finish its last sentence. A hard ceiling sits above that; on the rare run that reaches it, the brief is trimmed to its last complete sentence and the run history says so. A long brief is collapsed on the lead with a Show more link. The caps. The schedule multiplies Most leads per run — hourly at ten is 240 a day. When a day's briefs reach Most leads per day the automation stops, records why, and picks up after midnight UTC; skipped leads are still eligible tomorrow. A run also stops early rather than overrunning, and whatever it did not reach is picked up next time. A model can be wrong. Use briefs for things a human reads next — a summary, a draft, a suggestion — not for anything that silently decides where a lead goes. LeadLogiX's own scoring stays deterministic and auditable for exactly that reason.
Sending a captured record for full valuation Capture cheaply, then decide which sessions are worth the full engine. Choose the line of business Settings → Automations , open Send records for full valuation , and pick which line the record should be valued as. Switch it on, and ask for the rule you want It runs automatically, so it needs a rule saying which records to act on. Ask your platform contact to narrow that rule to the records worth valuing. A promoted record comes back with a score, a price and tags, as though it had arrived that way. Every promotion is a full engine run, and it is billed On pay-per-lead a promoted record is billed at the price of the line you chose. A rule that promotes everything turns a cheap capture into a full-price lead every time. Captured records and promotion A captured session is recorded and marked complete with no scoring, pricing or tags, at a fraction of a valued lead's cost. The line you pick decides which questions the engine asks of the conversation and which price ladder the answer is read against — the wrong line produces a score that means nothing. A record can be promoted once, and leads that were already valued are left alone: re-running one under a different line would rewrite the billing and the basis its score was calculated against. You'll know it worked: The automation's row stops showing secrets missing or needs setup , its job has a next-run time, and after that time a run appears in its history with what it did. An automation that runs and reports success while doing nothing is the failure mode to watch for — the badges exist to catch it first. When something does not fire 1 · Is the job enabled? Pressing Schedule creates the job switched off. Enable it under Settings → Scheduled Jobs . This is the answer far more often than anything below it. 2 · Is the automation switched on? The toggle on its row. 3 · Does the row carry a badge? secrets missing , needs setup and not set up each mean it cannot work yet. last run failed and ran — delivered nothing mean it ran; hover either for the reason. A badge about the last run appears only when something went wrong. 4 · Have you chosen the Lead Tags it should cover? With none chosen it sends nothing. Unreachable tags are marked · no email address or · no phone number , whichever that automation needs. 5 · Is the look-back shorter than the gap between runs? A run only considers leads from its look-back window. Hourly with a 30-minute look-back means leads arriving in the other 30 minutes are seen by no run at all. Widen it — overlap is safe, because each lead is sent once per tag, ever. 6 · Was it already sent? Each lead is alerted once per tag, ever. Adding a second tag to an already-alerted lead does tell the people on the new tag. 7 · Does it say runs automatically, or no automatic trigger? Some automations react to a lead arriving rather than to a clock. runs automatically means something drives it; no automatic trigger means nothing does — set a schedule if the row offers one, and contact support if it does not. 8 · Check the run log — it shows every kind of run Settings → Scheduled Jobs → History lists every run labelled Scheduled , Event , Follow-up or Application , with the outcome and the reason, and you can filter to one. Automatic runs used to be missing from this page, so if you looked before and saw nothing, look again. A run skipped because you switched the automation off is marked skipped, not success or failure. What else an automation can do An automation is a general mechanism: something happens → your logic runs → something else happens . It can call any service you can reach over HTTPS, read and write LeadLogiX's own data, and use vault credentials without exposing them. LeadLogiX builds and publishes every automation on request — describe what should happen and when, and it appears ready to switch on, with its settings, credential name, badges and run history. See Built for How You Work . Trigger Example A schedule Every 15 minutes, hourly, Monday at 8am — sweeps, digests and syncs. An event A lead finished processing, was rejected, had its identity resolved — or a customer profile merged (someone came back), or its AI-written summary became ready. A record changing LeadLogiX reacts the moment a record appears or updates. Something it promised earlier A follow-up: work put aside for later, below. Shapes people use besides alerting: push each qualifying lead to a system without a built-in sync (a scheduling tool, a ticketing system, your own database) in whatever shape it expects; enrich a lead from a property, company or address service; check every processed lead against your own do-not-contact list and tag it so the CRM sync's exclude filter keeps it out; flag leads missing something your team depends on (no phone, no budget, no consent); act on a returning customer the moment a profile merges and send the whole story — “back after 3 conversations, now at decision stage, budget up to $650k” — to whoever owns that relationship, or attach a customer's history to any alert or webhook; and reconcile LeadLogiX against another system on a schedule, posting the differences. AI automations can also classify leads against your own taxonomy, draft a first reply for an agent to edit, or extract fields LeadLogiX does not model (a lot number, a policy type, a licence class). The brief is what ships today. Other settings you will meet Setting What it does Each run looks back this many minutes A run only considers leads from this window — set it longer than the gap between runs. Overlap never double-sends. Hidden for automations that run automatically: those are handed one lead at a time. Most leads in one message Between 1 and 100. Anything over the limit waits for the next run — nothing is dropped. Payload shape (webhook automations) Summary: id, score, tags and a link — smallest and most stable, for mapping fields by hand. Standard: adds a readable sentence. Whole record: adds the lead exactly as someone in your workspace would see it — unpurchased leads stay masked, internal diagnostics are never included. Minimum score 0 Also forwards records with no score at all (captured without valuation). Each record says which kind it is, so the receiver need not guess from a missing score. Follow-ups: work an automation promises to do later A follow-up is a single piece of work with a date on it — call them back in three days, re-check an enrichment tomorrow, send the second message on Friday — not a schedule that keeps firing. An automation hands it to LeadLogiX and finishes; LeadLogiX starts the automation again when it comes due, with whatever the first run chose to carry forward. Rule Detail A fixed number of tries Failed work is retried, a little later each time, up to the attempts asked for. An attempt is used when the work starts, not when it succeeds — so work that breaks its run stops after its attempts. A deadline Past it the work is not carried out — a call-back after the quote expired is worse than none — and it is recorded as having run out of time, not as failed. The lead is checked first If the named lead is gone (deleted, or in another workspace) the follow-up ends quietly. That is an ordinary ending: a 60-day follow-up outlives some leads by design. Never promised twice A follow-up can carry a name — usually the lead's id. Asking for the same name again keeps the first promise and its date, so a retried run cannot move a date somebody was told. Tests never create real work A test run can read the queue and cannot add to or remove from it — work scheduled from a test would be carried out for real, days later. These runs appear in History with the source Follow-up , at the moment the work is carried out.