Documentation
Automations Guide
LeadMachine includes built-in automations that run automatically to keep your pipeline clean and your workflow efficient. No configuration required - they just work.
Overview
Automations are background processes that run on a schedule to help you manage leads without manual intervention. They handle repetitive tasks like:
- Cleaning up spam leads
- Archiving old inactive leads (coming soon)
- Sending follow-up reminders (coming soon)
- Updating lead scores (coming soon)
Available Automations
Automatic Spam Cleanup
What it does: Automatically archives leads marked as spam to keep your pipeline clean.
Schedule: Runs daily at 3:40 AM (server time)
How it works:
- The system scans for active leads that have:
- Matching leads are archived (soft deleted)
- An action log entry is created for each archived lead
- Leads remain in the database but no longer appear in your active lists
How to use it:
To mark a lead for automatic spam cleanup:
Option 1 - Via Status:
- Open the lead details page
- Change the status to "Spam"
- The lead will be archived during the next daily cleanup
Option 2 - Via Tag:
- Create a custom tag named "spam" (if you haven't already)
- Apply the "spam" tag to any lead
- The lead will be archived during the next daily cleanup
Best Practice: Create a "spam" tag for quick one-click spam marking. This is faster than changing the status and works well for bulk operations.
What "Archived" means:
- Lead is removed from your active leads list
- Lead no longer appears in search results or counts
- Lead is still stored in the database (not permanently deleted)
- Action log records the archival with "Auto-archived by daily spam cleanup"
Why this matters:
- Keeps your pipeline clean without manual deletion
- Maintains data integrity (leads aren't permanently deleted)
- Reduces clutter from bot submissions or invalid leads
- Works automatically - no action required after marking
Automation Logs
All automated actions are logged in your Action Log with details about:
- What action was taken
- Which lead was affected
- When the action occurred
- That it was performed by the system (not a user)
To view automation logs:
- Navigate to a lead's detail page
- Check the Activity section
- Look for entries marked "Auto-archived by daily spam cleanup" or similar
Coming Soon
We're working on additional automations to make your workflow even more efficient:
Lead Aging Alerts
Get notified when leads haven't been contacted in X days.Automatic Follow-Up Reminders
Schedule recurring reminders for leads in specific statuses.Lead Scoring Updates
Automatically update lead scores based on activity and engagement.Inactive Lead Archival
Archive leads that have been dormant for extended periods.Status-Based Automations
Trigger actions when leads move to specific pipeline stages.Frequently Asked Questions
Q: Can I disable automations? A: Currently, automations run for all companies. Contact support if you need to opt out of specific automations.
Q: What time zone do automations use? A: Automations run on server time (UTC). The spam cleanup runs at 3:40 AM UTC daily.
Q: Can I recover an auto-archived lead? A: Yes, archived leads are soft-deleted and can be restored. Contact support for assistance.
Q: Will automations affect my lead counts or reports? A: Archived leads are excluded from active lead counts. They may still appear in historical reports depending on the report type.
Q: Can I create custom automations? A: Custom automation rules are on our roadmap. For now, use the built-in automations or contact support for special requests.
Getting Help
Email: [email protected]
Include:
- Which automation you have questions about
- Any unexpected behavior you've noticed
- Screenshots if helpful
Last Updated: December 2025