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[Guide] How To Create CRM Automations

What Do I Need to Put In MY CRM Automations?

It depends on what you need automated!

Each of your online courses, for example, will need to have a separate, unique automation inside your CRM.

If you sell a product with AccessAlly's e-commerce, you need to have a unique automation for that.

In short, anytime you want something to "happen" (like give a user access to content), you need to spell out what action you want to take place inside your CRM automation.

Two Main Items:

The majority of the communication between AccessAlly and your CRM consists of two items:

  • Access Tags - AccessAlly uses your CRM's tagging system to give or revoke access to course materials, personalize content for your users, and identify key actions (like when a purchase is made, or someone logs into the site). The tagging system can be as simple or complex as you need it to be. (learn more about tags here)
  • HTTP Posts/Webhooks - An HTTP Post (or "Webhook") updates information between AccessAlly and your CRM. It's an extremely important part of any automation you set up. For example, if someone submits a form and has a tag added inside your CRM, you have to add an HTTP Post/Webhook to your automation so that the new tag is also synced inside AccessAlly.

Example CRM Automations:

The CRM Automations can be as simple or complex as you need them to be.
If you aren't sure where to begin, check outthis list of some of the more basic automation tutorials in our Knowledgebase to help you get started:

**Remember: Each automation is unique. If you have five separate courses, for example, you must set up five separate automations inside your CRM.**

AccessAlly and your CRM are two separate pieces of technology... but they can work seamlessly together and become a single powerful unit.

AccessAlly includes everything you need to create robust online courses and membership programs. However, AccessAlly relies on custom automations inside your CRM to tell it who should be allowed to view your site content--and when.

How CRM Automations Work as AccessAlly's "Engine"

Any time you want an "action" to take place behind-the-scenes in AccessAlly, you'll want to set up a custom automation for it inside your CRM.


You've built a course inside AccessAlly and would like to drip release it to your students over 5 consecutive days. 

So inside your CRM, you'll create a 5-day drip automation. This automation releases access to Day 1, syncs the new permission status with AccessAlly, and then emails all course students to let them know that they can now view all Day 1 course materials.

The best part: you have total control over the automations, so you can create a truly flexible, 100% custom website that suits your unique style.

What an automation workflow looks like:

A typical CRM automation follows the following flow:

  1. A user makes a purchase inside AccessAlly.
  2. AccessAlly applies the "Purchased Course B" tag to the buyer & shares this information with the CRM
  3. The CRM receives the information and notes that this particular tag should trigger the "Release Course B" automation
  4. The CRM puts the new buyer into the Release Course B automation, where the following actions take place:
    1. The CRM sends a welcome email to the new user
    2. The CRM waits 24 hours, then gives permission for the new user to access Lesson 2
    3. The CRM communicates this new level of permission with AccessAlly
    4. The CRM sends an email reminding the user to log in and access Lesson 2

You might have the perfect automation set up inside your CRM ... but how do you communicate the info with AccessAlly so that it knows what to do (and when)?

With a webhook.

Every time you make a change to a user (by adding or removing a tag) within your CRM system, you have to follow it up with AccessAlly. Otherwise, AccessAlly has no way of knowing that Customer X has received a new level of permissions.

The graphic below illustrates the importance of using webhooks properly within your automations. Any automation that's missing the appropriate webhooks will not be reflected inside your AccessAlly site.

The various webhook commands are listed out in this guide: Your Guide to HTTP Post / Webhook Commands And When To Use Them

Here's What You'll Need to Set Up An Automation in Your CRM


Create the AccessAlly Side of Setup

First, you'll want to do the AccessAlly side of the setup (building an online course, setting up a membership with an order form, etc.).

After the AccessAlly components are fully set up, it's time to move into your CRM to create the corresponding automation. 


Automation Scenarios

There are many scenarios inside AccessAlly that you will want to automate. Please review the options below to find your unique use case.

Online Courses

Give a student access to your course once they complete the purchase via an order form.

Free Course Automation

Create an automation that gives someone access to a specific course in your site the moment they submit your opt in form.

Remind Users to Log In

With AccessAlly Pro, you can set up an automation that reaches out to course students when they haven’t logged into your site for a while.

Instant Access to A Multi-Module Course

Normally, multi-module sites are released sequentially over time. However, you can give students instant access to all modules.

Follow Up on a Failed Payment

Automate reminder emails to ask clients to update their billing info when recurring charges fail to process successfully.

Abandoned Cart Follow-Up

Follow up with customers who started the checkout process but didn't complete their purchase, and win back those lost sales.

Updated on March 23, 2021

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