Auto-send builds a proposal from your template the moment a lead submits your form, then takes the lead straight to it. A lead who fails a check waits for you.
Before you start
You need a Dynamic proposal template, on the Dynamic tab of Proposal templates. Build a proposal template clients can book from shows how.
Answer your sales tax question and give clients a way to pay. Guide to sales tax covers the first. Choose how clients can pay you covers the second, and only the owner can finish Stripe payments or add payment instructions.
Steps
- Open Forms, click Open on your lead form, then click Settings at the top.
- Scroll to Smart routing & auto-send. It shows on lead forms only.
- Under Default proposal template, pick your template. EventSage uses it whenever no rule matches.
- Turn on Auto-send proposal to lead. It starts off.
- Check Guest limit for auto-send. Leave it blank to use 500.
- To send different leads different templates, pick a question under Route based on (optional). Click Add rule, choose a value under When value is, and choose a template under Send template. The first matching rule wins, and only questions with fixed choices can route.
- Under Email sent when someone submits, pick a template from your Email templates that holds the Proposal link merge variable, or pick "Don't send an email". Write an email template shows how to insert it.
- Make sure the form reads Active, then submit a test lead with an email address of your own.
A test lead is real. It can publish a real proposal, and on Free that uses one of your 3 documents for the month.
Which leads wait for you
A proposal saves as a draft, and the event gets a note that begins "Auto-send was held back.", when:
- the event has no guest count or no length
- the event runs longer than 12 hours
- the guest count is over the guest limit
- a template price is a placeholder, or an option cannot be priced
- a bundle has a staff line for a role the template does not staff
- your sales tax question is unanswered
- your clients have no way to pay yet
- your Free account has already sent its 3 documents for the month
The note names the reason. You send the draft yourself.
What the lead receives
An email that holds Proposal link goes out only once the proposal is published. Send a held draft within 24 hours of the submission and EventSage emails the lead the link then.
A lead on an embedded copy of your form stays on your website, so the email is how they get the link. Kiosk mode never redirects, but auto-send still runs.
Something look off?
Work through each check in order. Most fixes take under a minute.
The section says you have no dynamic templates
- 1 · Build a Dynamic template under Proposal templates. The toggle and the pickers stay hidden until one exists.
- 2 · Return to Smart routing & auto-send. Your template now appears in Default proposal template.
A lead did not get their proposal
- 1 · Open the event and read the note. It names the hold.
- 2 · For a missing guest count or length, add a Guest count question and either Event duration (hours) or both Event start time and Event end time.
- 3 · For a missing tax answer or payment method, finish the setup under Before you start.
- 4 · Send the draft yourself. A hold never deletes the proposal.