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Workflow Automation – Statuses and Automated Follow-Up

  • Updated

The Workflow Automation tool in FreedomSoft helps investors stay organized and close more deals by combining two powerful functions:

  1. Statuses for organization – Each record or lead in your account can be assigned a status that keeps your pipeline structured and easy to manage.

    • [Learn more about using statuses effectively in FreedomSoft, click HERE.]

  2. Automated follow-up and notifications – Statuses can also trigger automated actions such as follow-up messages, notifications, or record management. Currently, there are 17 different action items available.

Accessing and Editing Workflows

  • Navigate to Settings > Workflow Automation.

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  • You’ll see multiple Workflows already in your account. Some may come from FreedomSoft coaches or Rob (FreedomSoft’s founder), giving you access to proven setups.

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  • Click the edit icon on any Workflow to view its statuses.

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  • Scroll to see all statuses. For those with action items, click the black triangle to expand.

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  • Expanded statuses display action items (e.g., SMS/text follow-ups). You can edit, remove, or adjust delays for these actions.

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NOTE - When editing each individual SMS/Text message, the automation will be on by default (green). If you would like to send some message manually, click the slider so that it's gray and no longer green and then be sure to click the blue Update Action button to save your work.

If you choose to send some messages manually, you'll find in the Marketing tab on the Follow Up page in your account. 

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  • To add new automation, click the blue + icon.

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Available Action Items

Here are the 17 automation options you can tie to statuses (two are exclusive to Grow/Scale plans):

  • Add Task – Create a task for yourself or team members.

  • Add SMS – Trigger text follow-ups with customizable delays.

  • Add Email – Send automated emails back to the lead.

  • Move to Group – Move leads into a specific Group.

  • Copy to Group – Copy leads into a Group.

  • Add to Do Not Call List – Mark phone numbers as DNC internally.

  • Distribute to List – Move records to another List.

  • Remove from List – Remove records from a List.

  • Mark as Lead – Automatically marks the record as a lead.

  • Distribute to Workspace (Grow/Scale only) – Move records into a Workspace.

  • Remove from Workspace (Grow/Scale only) – Remove records from a Workspace.

  • Add Notification – Send a notification email (e.g., to a title rep when a property is under contract).

  • Stop Follow Up – End all scheduled SMS/email follow-ups.

  • Restart Follow Up – Resume follow-up sequences tied to that status.

  • Delete Incomplete Tasks – Remove all pending tasks tied to the record.

  • Send Direct Mail – Trigger a mail sequence.

  • Stop Direct Mail – Stop future mail pieces (e.g., after sending a contract).

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Saving and Connecting Workflows

  • Always click the blue Save button after making changes.

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  • Finally, ensure the correct Workflow is connected to your Lists, Campaigns, or Workspaces using the drop-down menus.

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By setting up statuses with the right automation, FreedomSoft ensures your leads are always organized, followed up with, and moved seamlessly through your workflow.

 

 

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