Overview

What is this? Automations let you create " if this happens, then do that" rules inside SubcontractorHub. When a specific event occurs (like a project moving to a new stage), the system automatically takes action, sending emails, updating fields, assigning tasks, or texting customers.

Why does it matter? Your team probably spends hours every week on repetitive tasks: sending follow-up emails, updating spreadsheets, notifying team members. Automations handle all of that instantly and consistently, so nothing falls through the cracks and your team can focus on closing deals and completing installs.

Prerequisites

Before you begin, make sure you have:

✅ Admin access to SubcontractorHub (you need access to the Database section)
✅ A clear idea of what you want to automate (e.g., "Send an email when a project reaches Site Survey stage")
✅ Any email templates or text messages you want to send automatically (have the wording ready)

Step-by-Step Instructions

Create Your First Automation

From the left menu, click "Manage Database" → "Database".

Scroll to the bottom of the list on the left, find "Additional", and click "Automation".
Click the "Add New Automation" button.
Give your automation a Title — use something descriptive (e.g., "Email Customer When Site Survey Scheduled").
Select the Module your automation applies to (e.g., Projects, Proposals) and click "Next".
Select the Job Type (e.g., Solar, Roof, HVAC) and click "Start Now!".

Set Your Trigger (The "If This Happens" Part)

Click "Add Start Trigger" — this defines what event kicks off the automation.

Choose your trigger from the list. Common triggers include: - When Stage Changes — fires when a project moves to a specific stage - When Field Updated — fires when a specific field value changes - Welcome Call Completed — fires after a customer finishes their welcome call

💡 Pro Tip: Start simple! Pick one trigger and one action for your first automation. You can always add more complexity later.

Add Your Actions (The "Then Do That" Part)

Click the "+" icon to add your first action.

Choose from these action types:

📧 Send Email - Select who receives it from the "To" dropdown - Add anyone to CC if needed - Write your subject line and message - Click "Save"

💬 Send Text Message - Select the recipient from the "To" dropdown - Type your message - Click "Save"

📝 Update Fields - Choose which Field to update and what value to set - Click "Save"

Note: The "Stage Input" field is now optional — you can leave it blank and still save the automation.
Click the "+" icon again to add more actions to the same automation. You can chain multiple actions together (e.g., send an email AND update a field AND send a text).

Add Conditions with If/Else (Optional — For Advanced Users)

Want your automation to do different things based on certain conditions? Use the If/Else option:

From the automation builder, find the "If/Else" section.
Click "Add Condition".
Select "If Field Value" and choose your condition (e.g., "If Finance Partner = GoodLeap, then send Email A; otherwise, send Email B"). You can also add project details, including utility company, office, installer name, and Ensite Site Survey Status from the "Select Field" dropdown.
After selecting the field, choose an operator from the list. The list contains "contains, does not contain, starts with, ends with, is empty, is not empty, in, and not in". Operator availability depends on the module and field selected.
Click "Save" to activate.

Real-World Example

Scenario: Maria runs a solar company with 15 sales reps. She wants to make sure every customer gets a professional follow-up email within minutes of signing their contract — not hours later when a rep remembers.

Maria creates an automation: - Trigger: Stage changes to "Closed Won – Documents Signed" - Action 1: Send email to customer with welcome message and next steps - Action 2: Send text to assigned installer: "New install ready — check your tasks" - Action 3: Update the "Follow-Up Status" field to "Welcome Sent"

Now every customer gets the same great experience, and Maria's team never misses a beat.

Troubleshooting / FAQ

Problem	Solution
Automation isn't firing	Check that the trigger conditions are being met. Make sure the project is in the correct module and job type.
Email not being received	Verify the recipient email address. Check the customer's spam/junk folder.
I got a "failed automation" email notification	Both the organization admin and the automation creator receive failure notifications. Review the automation setup for errors in field mappings or triggers.
I want to test my automation	Create a test project and manually move it through the stages to trigger the automation.
Can I pause an automation without deleting it?	Yes — you can disable an automation from the automation list without removing it.

⚠️ Warning: Be careful when setting up automations that send emails or texts — test with a sample project first to avoid accidentally messaging real customers!

Change Log Summary

What Changed	Details
Title	Changed from "How To Set Up Automations" to benefit-oriented title
Structure	Split into logical sections: Create, Trigger, Actions, Conditions
Language	Replaced "triggers and actions" jargon with "if this happens, then do that" framing
Added	Prerequisites, real-world example, troubleshooting table, pro tips, warning callout
Format	One action per step, bold UI elements, emoji icons for action types