Rules automation is one of the iClosed premium features that help you streamline Events and improve performance of your Closers.
By adding rules to your events, you can automatically remove Closers from the event if they reach "maximum call limit" set or if they've met the "stop loss" criteria.
Automations are available with Business and Enterprise subscription plans only (learn more about iClosed pricing and feature breakdown here).
This feature is accessible to Super admins and Sales manager user roles by default.
Rules overview
There are two types of the Rules that you can apply:
Maximum number of calls
To limit maximum number of calls for a Closer
Perfect for onboarding new talents
Stop loss
To set criteria for Closers who are under-achieving
Such Closers will be automatically removed from the Event as soon as the condition has been met.
Navigate to 
AI Scheduler → Automations, click on the "Create Rule" button to start and select one of the two options available.
Maximum number of calls rule
Here's how Maximum number of calls work:
Set "Rule Name" first
Select the event/s you want this rule to be applied to
An event can have only one rule of the same type
If you don’t see specific event in the dropdown list, you might have already applied a rule of the same type to that event
Set the number of calls a closer can get for selected event
The list of Closers assigned to the event/s will appear below
In case you'd like not to apply this Rule to specific Closers, simply click on the dropdown menu in the Status column and set "Mark inactive".
This helps you precisely filter out individuals to whom the Rule should and shouldn't be applied
Hit "Create Rule" button to confirm the setup and to turn it on
Pro tips and best practices
Pro tips and best practices
Pro tips
Closers can have three statuses:
Active - The rule is applied to the closer
Inactive - The rule is not applied to the closer
Removed - Based on the type and condition of the rule, a closer will be marked as removed from an event.
If a lead is trying to schedule a call after the host is removed, and there is no other other hosts added to the event, or they are all fully booked, the lead will see that there are no slots available.
In case you want to reactive Closer in the event, with the same Rule applied, click on the rule and and set status = Active
After the reactivation, the counter will restart and the closer will be available to receive calls again for the selected event, until the criteria is met again.
Learn all about iClosed priority and how rules affect hosts availability HERE.
Example: Limiting specific host to the certain number of calls daily
For example, a sales manager stepped in to help out by offloading some of the calls from other hosts, or to ensure as much calls are booked as possible during the specific campaign.
With this setup, you will be able to increase the number of slots available, but at the same time you will ensure that the sales manager doesn't spend whole day on calls.
All you need to do is to make assessment on the number of calls your sales manager should take during the day (roughly calculate by the time you'd like your sales manager to spend on calls, divided by event duration in minutes) and set the number.
After each and every day, or at the beginning of the new day, navigate to:
Rules page → select the rule to open and reactivate the rule for this specific host
If this host met the criteria set → activate
If the host didn't met the criteria set for the previous day → reset the rule
Stop Loss rule
The "Stop Loss" rule is for a sales manager to define the revenue target a Closer needs to meet in order to stay in the host rotation for a specific event.
This rule is usually set for Closers who are already under-achieving, and will help you as an additional damage control, to prevent further wasting of the leads (meaning preventing a potential revenue income lost). As soon as the closer meets the Rule criteria, he will be automatically removed from the Event.
Here's a step-by-step guide on how to set it up:
Set "Stop Loss" rule name first
Select the events this rule applies to
An event can have only one rule of the same type
If you don’t see specific event in the dropdown list, you might have already applied a rule of the same type to that event
Criteria 1 → what's the minimum sales in currency (defined in
Settings → General account settings) that this specific closer needs to collect for the number of last calls (set number of calls on the next step)Criteria 2 → The number of last calls that will be taken into account for revenue criteria set in step number 3
The list of Closers assigned to the Event will appear below:
In case you'd like not to apply this Rule to specific Closers, simply click on the dropdown menu in the Status column and set "Mark inactive".
This helps you precisely filter out individuals to whom the Rule should and shouldn't be applied
Hit "Create Rule" button to confirm the setup and to turn it on
Revenue added will be calculated only if:
Was added directly as "Sale" call outcome of the event added in the rule or
If additional deals have been added from
Global Data to prospects who already had a "Sale" outcome and deal added with the specific host and event
Deals added to leads who had a call with different host in the past, and haven't scheduled a new call with the host to whom the rule is applied, will not be taken into consideration.
Pro tips and best practices
Pro tips and best practices
Pro tips
If a host was the only host of the event, and was removed after the criteria was met, a lead who is trying to schedule a call will see that there are no slots available.
As with the "Max number of calls" rule, you can change statuses manually before or after the criteria is met.
If this host met the criteria set → activate
If the host didn't met the criteria, but you'd like to restart counter → reset the rule
When you are setting any of the Automation - Rules, always try be realistic, since goals are there to be achieved.
Automations are here to help us streamline processes and improve efficiency.
By setting the bar too high for your Closers, you may cut them off from Events before they are actually able to sell.
Turning Rules "OFF" and "ON"
In case you would like turn the Rule "OFF", click on the three dots on the Rules page and turn the rule off by switching the "ON/OFF toggle" button.
When the rule is "OFF" it will appear as grayed out.
Learn more