Landscapt (CRM)

Communication Automations

How sequences, triggers, and events work — and how Automations differ from Sales Campaigns.

Overview

An automation holds one or more Sequences. Each sequence has:

One or more Triggers — the events that start a client on the sequence.
Optional Trigger Conditions — narrow which occurrences of a trigger count.
Optional Stop Conditions — end the sequence early for a given client.
An ordered list of Events — what actually happens, in order, once a client enrolls.

This is Landscapt's own internal automations engine — distinct from Equipt CMMS's meter-threshold and PM-schedule automations, and distinct from Zapier (see the Zapier guide).

Triggers

Every sequence starts from one or more triggers, grouped by the record type they fire on. Some triggers add an inline filter — for example "Visit completed" can be scoped to a specific service, "Job created" to a specific job type, or "Estimate expiring" to a specific number of days out.

Category	Triggers
Client / Lead	Client created, Client cancelled, Client reactivated, Client source updated, Lead created, Lead cancelled, Lead converted to client, Client referred a new lead/client, Credit card charge failed, Credit card about to expire, Credit card updated, Has opted in for emails, Payment method updated
Contract	Contract created, Contract signed, Contract about to expire
Damage Case	Damage case created
Estimate	Estimate created, Estimate sent, Estimate won, Estimate lost, Estimate expiring, No response from client
Form	Form submitted
Invoice	Invoice created, Invoice sent, Invoice past due, Invoice paid
Job / Visit	Job created, Job cancelled, Package created, Visit completed, Visit completed for a specific service, Visit cancelled, Visit dispatched, Visit skipped, Visit date changed, Visit moved to waiting list
Tag	Tag added, Tag removed
Ticket	Ticket created, Ticket closed, Ticket past due, Ticket reopened

Form submissions route into automations through the Form submitted trigger — see the dedicated Forms guide for how forms are built and published; this page doesn't re-cover that.

Trigger Conditions vs. Stop Conditions

Both are easy to mix up because they look identical to build — a list of field/operator/value rows — but they apply at different points and combine differently.

Name	Lives on	Behavior
Trigger Conditions	Attached to the trigger itself	Extra AND-joined checks that must all be true for the trigger to fire in the first place. With none set, the sequence fires on every occurrence of the trigger event.
Stop Conditions	Attached to the sequence	OR-joined checks evaluated before each event runs. If any one is met, the sequence stops before that next event — the client simply exits the sequence. With none set, the sequence always runs to completion.

Why Stop Conditions matter. A sequence can run over days or weeks (Wait events add real delay). If a client cancels, a lead converts, or a ticket gets closed partway through, you usually don't want the rest of the sequence to keep firing — a follow-up text reminding a now-cancelled lead to book, for instance. A Stop Condition such as "Client status = cancelled" ends the sequence for that client before the next event runs, without affecting anyone else still in progress.

Events

Events run top-to-bottom in the order you arrange them on the sequence canvas.

Event	What it does
Wait	Pauses the sequence for a set number of days, hours, and minutes before the next event runs.
Email	Sends an email from a chosen sender to the client's primary email, billing email, and/or all contacts marked ok-to-email. Subject and body support merge tags and can pull from a saved document template.
Text Message	Sends an SMS to the client. Can require manual approval before sending, same as email.
Alert	Posts an in-app alert (Info, Warning, or Urgent) to one or more chosen users — for internal heads-up, not client-facing.
Ticket	Creates a support ticket with a title, description, priority (Low, Normal, High, Urgent), and an assignee.
If / Branch	Checks one or more conditions against the client/job/estimate record. Events nested under the branch only run when every condition is met — everyone else skips the block and continues past it in the sequence.
Note	Adds a note to the client's activity timeline.
Update a field	Writes a value onto the client record: sales person, client source, billing term (Due on Receipt, Net 10/15/30/45/60/90), or a custom field.
Tags	Adds and/or removes one or more tags on the client.

Worked example: New Lead sequence

A common pattern — greet a new lead, then follow up differently depending on whether they've received an estimate yet:

Trigger: Lead was created.
Wait — 1 day.
Email — a welcome email from the assigned sales rep, sent to the client's primary email, restricted to weekday send hours.
If / Branch — condition: has an estimate been sent?
- If true — nothing nested here; the client falls through to whatever comes after the branch.
- If false (nested under the branch) — Wait 2 more days, then Text Message — a short nudge asking if they'd like an estimate.
Tags — add the tag "Lead Nurture Sent" so reporting and other automations can see this lead already went through the sequence.

A Stop Condition of "Lead cancelled" on the sequence means that if the lead is marked cancelled at any point — say, right after the welcome email but before the branch — the text-message nudge never fires.

Email send windows & approval

Every Email event has three settings beyond the subject/body/recipients:

Send Mon–Fri only — skips weekends; if the event would otherwise fire on a Saturday or Sunday, it waits until the next weekday.
Send Between — a start and end time window (defaults to 8:00 AM–6:00 PM); the email only goes out inside that window.
Require approval before sending — holds the email in a pending state for a person to review and release, instead of sending automatically.

Automations vs. Sales Campaigns

These two features look related but serve different jobs — don't reach for one when you mean the other.

	Automations (Sequences)	Sales Campaigns
Trigger	An event on an individual client/job/estimate/ticket record	You send it manually to a segment, once (or scheduled)
Audience	One client at a time, as they hit the trigger	A segment: All Clients, Active Clients, Leads, Past Clients, or a custom list
Channel	Email, text, alerts, tickets, notes, field updates, tags	Email, SMS, or postcard blast
Status / tracking	Ongoing, evaluated continuously as records change	Draft, Scheduled, Sending, Active, Paused, Completed, Cancelled — tracks delivered, opened, clicked, unsubscribed

Use an automation for "when X happens to this client, do Y." Use a Sales Campaign for "send this blast to everyone in this list right now."

FAQ

Can an automation email send itself before anyone reviews it? Only if "Require approval before sending" is off for that email event. Turn it on to hold the email for manual approval before it sends — useful when you're not fully confident in a new automation yet.

CRM Zapier triggers and CRM automation triggers fire off the same underlying internal event dispatch — see the Zapier guide's CRM triggers section if you're also wiring up Zapier alongside an internal automation on the same event.