Sending Emails: Automated Communications

Automations allow you to send routine deal communications automatically. Instead of remembering to send the same message on every transaction, you define the rule once, and ListedPro sends it when the moment arrives.

See Sending Emails: Manual Communications for individual email massages.

An automation has a name, an On switch, an Auto-send switch, and three building blocks:

• WHEN: the trigger, defined relative to a step's dates: send N days Before or After a chosen anchor (such as the step's due date). Zero days = on the date itself.
• SEND: the content: choose Email and select one of your prepared emails, or Prompt for AI-generated content. Merge variables fill in the deal's details at send time.
• TO: the recipients: pick from the deal's people with + Add recipient, or type an email address directly.

A rule can also name an Approver. As the builder explains, that person gets a preview-and-approve email, and the message only sends after they approve. Rules waiting on sign-off appear under the deal's Needs approval filter. Use approvals for messages you want to review per-deal; use Auto-send for the ones you trust to run themselves.

• On a step. Each step workspace has an Automate tab showing the rules tied to that step. The builder opens right there, with Save and Delete.
• Deal-wide. The deal's Automations view lists every rule on the deal, filterable by status: All rules, On, Paused, and Needs approval.
• In templates. Rules defined in a template come with every deal created from it. This is the way to make your standard communication sequence automatic on every transaction. See Templates.

1. Open the step's Automate tab (or the deal's Automations view) and add a new automation.
2. Name it, set the WHEN (days before/after the step date), pick the email under SEND, and choose the recipients under TO.
3. Decide the control level: an approver for preview-and-approve, or Auto-send for fully automatic.
4. Switch it On and Save. Automation sends go through your connected Gmail and appear in the deal's send history like any other message.

• Start new rules with an approver. After a few deals of confirming they read right, drop the approver and let them auto-send.
• A Paused rule stays on the deal but won't fire. It's the switch to flip when a particular transaction shouldn't get the standard message.
• Automations depend on your Google connection staying healthy; see Connecting Google Workspace and Your Account.