Stage Automations

Stage automations let you trigger actions automatically when a contact enters a pipeline stage. This reduces manual work and ensures consistent processes across your team.

Available automations

Each stage can have one or more of the following automations:

Move to next pipeline / stage

Automatically move the contact to a different pipeline or a specific stage within another pipeline. Useful for hand-offs between teams or advancing contacts through multi-pipeline workflows.

Duplicate contact

Create a copy of the contact record when they enter this stage. This is useful when a single contact needs to be tracked in parallel workflows.

Mark as client

Automatically set the contact's status to “Client” when they reach a winning stage (e.g., “Closed Won”). This updates the contact record and makes them filterable as a client in the Contacts list.

Generate activity on entry

When a contact enters this stage, a modal prompts you to log a meeting or activity. This ensures that moving a deal forward always includes a logged interaction, which feeds into your Scoreboard metrics.

Change color on inactivity

Set a number of days after which the card changes color on the Kanban board. For example, if a card sits in “Proposal Sent” for more than 7 days without an update, it could turn red to flag it as stale.

Configuration options:

• Days — Number of days of inactivity before the color changes.
• Color — The highlight color to use (e.g., yellow, orange, red).

Activity frequency

Set up automatic recurring tasks for contacts in a stage. Configure a frequency (daily, weekly, monthly, or yearly) and an interval (e.g., every 2 weeks). Booked55 will automatically generate follow-up tasks for every contact in that stage at the configured cadence. When a task is completed, the next one is generated automatically.

Configuration options:

• Frequency — Daily, weekly, monthly, or yearly.
• Interval — How many units between tasks (e.g., every 2 weeks, every 3 days).

See Activities → Pipeline activity frequency for a detailed explanation of how task dates are calculated.

AI prompt

Assign an AI prompt to a stage. When a contact enters the stage, the AI processes the prompt using the contact's data and generates suggested actions or insights. This can work alongside activity frequency — when the AI is enabled on a stage with frequency, each generated task is enriched with AI-powered descriptions.

How to configure automations

When creating or editing a pipeline, click the automation icon next to any stage. A modal opens with four tabs:

• Basic — Stage name, mark as client, generate activity on entry, and inactivity color settings.
• Activity — Activity frequency toggle, frequency type, and interval.
• Automation — Auto-move to another pipeline/stage, timing, and duplicate settings.
• AI — Enable AI and select a prompt.

Best practices

• Use inactivity colors on every stage — Stale deals are easy to miss. A 5-7 day inactivity rule catches them before they slip through.
• Auto-mark clients — Put the “mark as client” automation on your final winning stage to keep your client data accurate.
• Generate activities at key stages — Require a logged meeting at stages like “Demo” or “Negotiation” to ensure follow-through.
• Set frequency by stage priority — High-value stages like “Proposal Sent” might need tasks every 2 days, while “Nurture” stages might be fine with every 2 weeks.
• Combine frequency with AI — Enable both on the same stage so each recurring task gets a personalized AI description.