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Action Plan

What Is an Action Plan?

An Action Plan is an automated workflow that performs predefined actions for assigned leads over a specified period of time.

Action Plans help automate follow-up activities such as sending emails, sending SMS messages, adding tags, removing tags, changing stages, creating notes, assigning other action plans, and more.

Once assigned, the Action Plan automatically executes each step according to the schedule you configure.

Action Plans can be assigned to individual leads, tags, stages, or sources, allowing you to automate lead nurturing and follow-up processes at scale.

Access Action Plans

  1. From the left-hand menu, click Automation.

  2. Select Action Plans.

The Action Plans page displays all available action plans.

From this page, you can view:

  • Action Plan Name

  • Number of Steps

  • Active Leads

  • Paused Leads

  • Stopped Leads

  • Completed Leads

  • Available Actions

View an Action Plan

  1. Navigate to Automation > Action Plans.

  2. Locate the desired Action Plan.

  3. Click View in the Actions column.

The Action Plan details and configured steps will be displayed.

Action Plan Steps

The Steps column displays the total number of actions configured within an Action Plan.

Each action added to the workflow counts as a separate step and will execute according to its configured schedule.

Create an Action Plan

  1. Navigate to Automation > Action Plans.

  2. Click Add Action Plan.

A popup window will appear.

  1. Enter the Action Plan Name.

  2. Click Add Action to create a new step.

Available Action Types

Send Email

Used to automatically send an email to assigned leads.

  1. Select Send Email as the action type.

  2. Select the desired Email Template.

  3. Configure when the email should be sent.

  4. Save the action.

Send SMS

Used to automatically send a text message to assigned leads.

  1. Select Send SMS as the action type.

  2. Select the desired SMS Template.

  3. Configure the execution timing.

  4. Save the action.

Add Tags

Used to assign tags automatically.

  1. Select Add Tags.

  2. Select one or more tags.

  3. Specify the execution timing.

  4. Save the action.

Remove Tags

Used to remove tags automatically.

  1. Select Remove Tags.

  2. Select one or more tags.

  3. Specify the execution timing.

  4. Save the action.

Change Stage

Used to move leads into a different stage.

  1. Select Change Stage.

  2. Select the desired stage.

  3. Configure the execution timing.

  4. Save the action.

Note: Only one stage can be selected at a time.

Add Note

Used to automatically create notes on a lead profile.

  1. Select Add Note.

  2. Enter the note content.

  3. Configure the execution timing.

  4. Save the action.

Assign Action Plan

Used to automatically assign another Action Plan.

  1. Select Assign Action Plan.

  2. Select the Action Plan.

  3. Configure the execution timing.

  4. Save the action.

Pause Specific Action Plan

Used to pause a selected Action Plan assigned to a lead.

Pause All Action Plans

Used to pause all Action Plans assigned to a lead.

Repeat Action Plan

Used to restart an Action Plan after completion.

Automatically Pause When Lead Replies

While creating or editing an Action Plan, you can enable:

Pause the action plan when the lead replies to an email.

When enabled, the Action Plan will automatically pause and stop executing future steps once the lead replies.

Save the Action Plan

After configuring all required steps:

  1. Click Save.

The Action Plan will be created successfully.

Edit an Action Plan

  1. Navigate to Automation > Action Plans.

  2. Locate the Action Plan.

  3. Click Edit.

  4. Modify the required settings.

  5. Click Update.

The Action Plan will be updated successfully.

What Happens When Editing an Executing Action Plan?

Changes made to an Action Plan will apply to future executions.

Leads already progressing through the Action Plan may continue based on their current execution state depending on the step already reached.

View Leads Under an Action Plan

Each Action Plan displays lead counts under:

  • Active

  • Paused

  • Stopped

  • Completed

Click the number displayed in any column to view the corresponding leads.

Manage Active Leads

  1. Click the number displayed in the Active column.

  2. Select one or more leads.

Available actions:

  • Pause

  • Stop

  • Remove

Pause

Temporarily suspends the Action Plan.

The lead can later resume from the same step.

Stop

Forcefully ends the current Action Plan execution before completion.

The Action Plan must be restarted to continue.

Delete

Removes the Action Plan from the selected leads.

Manage Paused Leads

  1. Click the number displayed in the Paused column.

  2. Select one or more leads.

Available actions:

  • Resume

  • Remove

Resume

Continues the Action Plan from the step where it was paused.

Delete

Removes the Action Plan from the selected leads.

Manage Stopped Leads

  1. Click the number displayed in the Stopped column.

  2. Select one or more leads.

Available actions:

  • Restart

  • Remove

Restart

Starts the Action Plan again for the selected leads.

Delete

Removes the Action Plan from the selected leads.

View Completed Leads

  1. Click the number displayed in the Completed column.

A list of leads that completed all Action Plan steps will be displayed.

Completed Status

Completed means all Action Plan steps have executed successfully and the workflow has finished.

Completed Action Plans can be restarted if needed.

Restart a Completed Action Plan

  1. Click the number displayed in the Completed column.

  2. Select one or more leads.

  3. Click Restart.

The Action Plan will begin executing again from the first step.

Understanding Pause, Stop, and Remove

Action Meaning
Pause Temporarily suspends the Action Plan and allows it to resume from the same step later.
Stop Permanently stops the current execution before completion. The Action Plan must be restarted to run again.
Remove Completely removes the Action Plan assignment from the lead.

Assign an Action Plan

Action Plans can be assigned from the Action Plans page or directly from the CRM page.

Assign from the Action Plans Page

Assign to Leads

  1. Select the desired Action Plan.

  2. Click Leads.

  3. Select one or more leads.

  4. Click Submit.

The Action Plan will be assigned successfully.

Assign to Tags

  1. Select the desired Action Plan.

  2. Click Tags.

  3. Select one or more tags.

  4. Click Apply.

The Action Plan will be assigned to leads associated with the selected tags.

Assign to Stages

  1. Select the desired Action Plan.

  2. Click Stages.

  3. Select a stage.

  4. Click Apply.

The Action Plan will be assigned to leads within the selected stage.

Assign to Sources

  1. Select the desired Action Plan.

  2. Click Sources.

  3. Select one or more sources.

  4. Click Apply.

The Action Plan will be assigned to leads associated with the selected sources.

Assign from the CRM Page

  1. Navigate to CRM.

  2. Select one or more leads.

  3. Click Action Plan from the top menu.

  4. Select the desired Action Plan.

  5. Click Submit.

The Action Plan will be assigned successfully.

Action Plan Execution After Assignment

Once an Action Plan is assigned to a lead, the lead enters the Active state and begins following the configured workflow.

Each step is executed according to its scheduled timing until the Action Plan is paused, stopped, completed, removed, or automatically paused when the lead replies to an email.

Change Action Plan Status from a Lead Profile

  1. Navigate to CRM.

  2. Open the desired lead profile.

  3. Locate the Action Plans section.

Depending on the current status, you can perform different actions.

If the Action Plan Is Active

Available actions:

  • Pause

  • Stop

  • Delete

If the Action Plan Is Paused

Available actions:

  • Resume

  • Delete

If the Action Plan Is Stopped

Available actions:

  • Restart

  • Delete

Delete an Action Plan

  1. Navigate to Automation > Action Plans.

  2. Select the Action Plan.

  3. Click Delete.

  4. Confirm the deletion.

What Happens When Deleting an Action Plan?

Action Plans currently assigned to one or more leads cannot be deleted.

You must first remove the Action Plan from all associated leads before deletion.

Once removed from all leads, the Action Plan can be deleted successfully.

Understanding Action Plan Statuses

Active

The Action Plan is currently executing and waiting for upcoming steps.

Paused

The Action Plan has been temporarily suspended.

Execution can continue later from the exact step where it was paused.

Stopped

The Action Plan was forcefully terminated before completion.

It must be restarted to continue.

Completed

All configured steps have executed successfully.

The Action Plan has finished.

Completed Action Plans can be restarted if needed.

Automatic Pausing of Action Plans

Action Plans can automatically pause when a lead replies to an email.

To enable this:

  1. Create or edit an Action Plan.

  2. Enable Pause the action plan when the lead replies to an email.

  3. Save the Action Plan.

When a lead replies, future steps will stop executing automatically until the Action Plan is resumed.

You have successfully learned how to manage Action Plans in AgentRoof CRM.

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