Setting Up Email Automations

How automations work in fstop

What automations can do

Automations pair a trigger with an action. When something happens — a new inquiry arrives, a lead status changes, a payment is received — fstop automatically does something, like sending an email template. No manual intervention required.

Auto-respond to new inquiries

Set up an automation to send your initial inquiry response the moment a lead comes in. Speed matters — the first photographer to respond often gets the booking. An instant reply keeps you in the running even when you're on a shoot.

Send follow-ups on status changes

When you move a lead to a new status like Contacted or Follow Up, trigger a relevant email automatically. Your pipeline stays organized and your communication stays consistent without you thinking about it.

Payment confirmation emails

When a client pays an invoice, send an automatic thank-you email with next steps. It's professional, it's instant, and it reassures clients that their payment went through.

Choose which template to send

Each automation uses one of your email templates. Smart variables fill in the client's name, date, venue, and other details automatically. Every email feels personal even though it's fully automated.

Test your automations

Submit a test inquiry or change a lead status to see your automation fire. Check that the right template sends with the correct details filled in before you rely on it for real leads.

When to automate vs personalize

Automate the repetitive stuff — initial responses, follow-ups, payment confirmations. Keep the personal stuff manual — custom proposals, day-of communication, anything that needs a human touch. The goal is to free yourself up for the moments that matter.

Set it once, and your most important emails send themselves.