Form-Triggered Automations

Build automations that run when someone submits one of your forms, with rules that look at the answers they gave. A new inquiry can be tagged by referral code. A past client who answers "Yes, reach out to me!" on your post-trip feedback form can create a follow-up task for you.

Perfect for: follow-up reminders, referral programs, marketing attribution, lead segmentation, and any "if someone answers X, do Y" workflow.

Who Starts the Automation

A form automation runs for two kinds of people:

So a post-trip feedback form can keep lead creation off and still run automations for the clients you send it to.

The Quickest Way to Start

1. Open the form in Forms.
2. Click Share, then Automate this form.
3. JourneyFuse creates a new automation for that form and opens the first step with When a form is submitted and your form already picked.

You can also start from Automations: add an automation, add a step, and choose When a form is submitted under When, then pick the form.

One automation = one form. To react to a different form, create a separate automation.

Setting Up a Step

1. Choose what happens

Each step can:

• Send Email to the client, everyone travelling, or you
• Create Task, with a title and who it is assigned to
• Add Tag to the lead or client
• Send Webhook to another tool

Pick the kind of step (Send Email, Create Task, Add Tag or Send Webhook) under This step, at the top of the step.

Who gets the task: under Assign to, choose A specific person and pick them. If you leave it on Nobody, the task goes to the shared task list (in a one-person workspace, it comes to you).

2. Add answer conditions (optional)

Under Only run if, add a condition so the step runs only for some answers:

• Field: the question to check
• Operator: is / equals, contains, or is not empty
• Answer: for a multiple-choice, dropdown, or checkbox question, pick one of the question's own choices from the list. For a text question, type the value.

If a step has several conditions, all of them must match.

3. Set the timing

Number of days delays the step after the form comes in (0 runs it within the hour), and Time of day controls when emails go out.

Common Patterns

Follow up with past clients who are ready to travel again

On a post-trip feedback form with the question "Are you ready to start thinking about your next trip?":

Tag by referral code

One step per code:

Tag everyone who provides a referral code

How Matching Works

• Case-insensitive: FRIEND10, friend10, and Friend10 all match.
• Whitespace-tolerant: leading and trailing spaces are ignored on both sides.
• Checkbox questions: a condition matches when any one of the ticked choices matches.
• AND across conditions: all conditions on a step must match.
• Independent across steps: each step in the same automation is checked on its own.

Whose Clients It Runs For

• An automation shared with the agency runs for every advisor's leads and clients.
• An automation set to Just me runs only for leads and clients assigned to you. A response from a client who belongs to another advisor won't start it.

Limitations

• Add a Stop for someone when rule (at the bottom of the automation) so the sequence ends early if they reply, become a client, get marked Lost, or book a trip — whichever applies, since a form can enroll either a new lead or an existing client.
• An automation watches one form. Changing the form affects future submissions only; past submissions aren't replayed.
• New leads run each step once. A second submission from the same person doesn't run it again.
• Existing clients run it for each new response. A client who fills in the same form again later (for example, after their next trip) starts it again.

Troubleshooting

A submission came in but nothing happened

1. Confirm the automation is Active.
2. Confirm the automation's form matches the form that was submitted.
3. If the person is new, check that the form has Create a lead from each submission turned on. The step editor shows a reminder when it is off.
4. If the automation is set to Just me, check that the lead or client is assigned to you.
5. Open the step and check the Only run if answer matches what was submitted.
6. Give it a few minutes. Steps run from the automation queue, not instantly.