Zapstro has three kinds of automation. Use the simplest one that does the job.
| Tool | Best for | Starts when |
|---|---|---|
| Chatbot | Menus, questions and routing in the chat | A new message or a keyword arrives |
| Workflows | Actions across the CRM | An event happens: card enters a stage, tag added, form sent, conversation idle |
| Follow-ups | Re-engaging people who went quiet | A tag or a stage starts the sequence |
Chatbot
- Open Automations › Chatbot and create a flow. Give it a name that explains its goal and choose the channel.
- Configure the Start block: a new message or specific keywords (exact or "contains"), and tick ignore groups.
- Drag blocks onto the canvas and connect them: messages, questions, menus and buttons, conditions, tags, Kanban moves, tasks and transfers.
- Save, review every branch and only then set the status to active.
Workflows
- Open Automations › Workflows and create a workflow.
- Give it a clear name and choose the trigger: card entered a stage, deal stuck in a stage for X time, tag added, conversation idle, customer waiting for a reply, form or NPS answered, Instagram comment, or a custom event from your systems.
- Use the lightning-bolt button on the card to set filters, cooldown and safety options.
- In the editor, choose the sending connection on the Start block and add actions: messages and templates, waits, conditions, tags, tasks, notifications to a manager and more.
- Save and keep it inactive until you've validated it. Then check Executions to see each run and its result.
Time-based triggers only count what crosses the deadline after activation, and checks run every 5 minutes.
Follow-ups
Follow-ups now live inside Workflows. You'll find them in Automations › Workflows with the Follow-up label.
- Create a workflow triggered by card entered stage or tag added to contact.
- Add a message, then a Wait for reply block with a deadline. It has two exits: Replied and Didn't reply.
- On Didn't reply, send a second, lighter message or create a task for the salesperson.
- On the official Cloud API, messages sent more than 24 hours after the customer's last message must use an approved template.
One to three messages is usually enough. Your AI agent also has its own follow-up tab for conversations it handles.
Duplicate a workflow before big changes so you keep the version that works.