iClosed Inbox Workflows empower your sales operation with "set-and-forget" automation logic, ensuring every lead receives an instantaneous, contextual response regardless of the hour.

By handling touchpoints automatically, Inbox workflows will keep your pipeline warm while freeing up your Setters and Closers to focus exclusively on deeper, revenue-generating human conversations.

Setting up Inbox Workflow Automation

Navigate to the Inbox automation workspace and click on the "Create Automation" button to start.

Automation Details:
1. Automation name - Give your workflow a descriptive administrative title reflecting its goal (e.g., Outlook Welcome Email - Opt-in).
2. Select Events - you'd like to apply the automation to
Trigger:
1. Choose the trigger that will start automation
  1. Contact created as potential
  2. Contact created (potential with email, phone and name)
  3. After contact is qualified
  4. After contact is disqualified
  5. After call is booked
  6. After call is cancelled
  7. After call is rescheduled
2. Define timing when a message should be sent
  1. Immediately or
  2. After X minutes, hours, or days
Action:
1. Select connected channel from which you'd like to send the message
2. Set up message template

Hit "Save" after you're done.

Pro Tips

Only connected channels will be available for selection in the Actions automation section.

Defining Automation Triggers & Timings

Sending a message too early can feel robotic, while sending it too late kills your speed-to-lead advantage.

Triggers

With iClosed you can fine-tune exactly when a sequence kicks off by pairing specific event triggers with calculated delays. See all available triggers:

Contact Created as Potential
Fires the moment a prospect submits at least a phone number or email but drops off before completing the full qualification questionnaire.
Contact Created (Fully Identified)
Triggers when a profile enters the database with a complete set of initial identifiers (Name, Email, and Phone number).
After Contact is Qualified
The "green light" trigger. Fires when a prospect fills out your entire form, passes your qualification criteria, hits the continue button, but fails to choose a time slot on your booking page.
After Contact is Disqualified
Fires automatically when a lead's questionnaire answers match your account's pre-set disqualification rules, filtering them out of your active calendar view.
After New Event is Booked
Triggers when a lead successfully claims a time slot for a Strategy or Discovery call.
After Event is Cancelled
Fires immediately if a prospect or an internal host cancels a scheduled calendar event.
After Event is Rescheduled
Triggers when a confirmed booking is moved to a new date or time slot.

Pro Tips

iClosed lead statuses are lead statuses on the scheduling journey:

Potential - Leads that have dropped off on the form, before clicking on the "Continue" button.
Qualified - These are leads who filled out the whole form, selected the "Continue" button but for a reason didn't book a call.
Disqualified - Leads who have also filled out the whole form and clicked on the "Continue" button, but were blocked from scheduling a call as per your event disqualification criteria.

Timings

Once your trigger is active, you must define the execution timing. iClosed gives you two behavioral paths:

Immediately
1. The system fires the action step the exact second the database logs the trigger event.
2. Best for Qualified leads & Calls booked.
Relative Delay (X Minutes/Hours/Days)
1. The system holds the message in a queue, executing it only after a specific time window has lapsed.
2. Perfect for sending reminders to Potentials to finish application, or call reminders to reduce no-shows.

Automation Actions explained

Once your trigger and timing delays are set, the final piece of the automation sequence is the Action.

This determines exactly what message is delivered to your prospect. Inside iClosed, an action step is clean and modular, consisting of two distinct configuration sections:

Channel Selection - available for connected channels only
Message Template - will defer depending on the channel selected (e.g. a WhatsApp message won't have a subject, while email messages will).

Pro Tips

Pull in templates directly from the Message Presets instead of writing your sales copy from scratch inside every single workflow.

Click on the Message Presets button to load a pre-saved template from your Inbox Message Presets.

In case you need to add an attachment to your message, don't load it into every workflow from your computer but simply load from Inbox Media Library where you can store all your media assets up to 1GB.