Task automation is a CRM setting that creates follow-up tasks for you, e.g. when a lead goes quiet.

Examples:

• A new lead fills out your Cash Offer form at 9am and nobody calls them back by 9am the next day. The CRM creates a task on that lead reminding you to follow up.
• Another lead has had no activity for a full week, a second task fires.

You don't have to remember any of this — the CRM tracks the time and creates the tasks for you.

To find it, open the back office, go to CRM, and click the Automation button. A settings panel opens. From there you turn on the rules you want and pick how the CRM should notify you when it creates new tasks.

This article covers:

• What rules you can turn on
• How you get alerted when tasks are created
• How to send recovery emails for abandoned forms
• How to use automation without going overboard

Four rules ship with the platform. Each is a toggle — flip it on if you want it, off if you don't.

• New Lead Follow-up — High priority. If no one's contacted the lead within 24 hours of arrival, the platform creates a task on the lead. This new lead follow-up automation catches the leads that slip through the cracks on busy days.
• 🏆 Golden Lead Alert — Urgent priority. If you haven't reached a Golden Lead (high-equity, high-motivation seller based on enriched property data) within 4 hours, an urgent task fires. The Golden Lead Alert real estate operators rely on protects you from losing high-value leads to a competing buyer.
• Cold Lead Re-engage — Medium priority. If a lead has no activity for 7+ days, a task fires to nudge you back to them. Cold Lead Re-engage real estate teams use this to revive quiet leads before they go fully cold.
• Offer Follow-up — High priority. If you've sent an offer but the lead hasn't responded after 3 days, a task fires. Offers without follow-up are the most common deal-killer in real estate; this rule fixes that.

Each task created shows up in the lead's task panel and the lead activity log, alongside any manual tasks you set up. The task includes a default title (like "Follow up with [lead name]") and a priority badge matching the rule.

You don't have to use all four. Pick what matches your follow-up style. Most operators leave New Lead Follow-up and Golden Lead Alert on, and toggle the others based on volume.

When an automation rule creates a task, the platform can notify you three ways:

• Email alerts. A short email to your tenant address telling you a new task was created and on which lead.
• SMS alerts. A text to your owner SMS recipients. Uses SMS credits.
• Quiet hours. A window each day when notifications hold (e.g., 10pm to 7am). Tasks still get created — you just don't get pinged about them until the window closes.

You set your timezone at the top of the modal so quiet hours match your local clock. Without that, "10pm" could mean 10pm UTC.

The notifications complement the lead activity log entries — you can also just open the CRM each morning and see what got created overnight.

Re-engagement emails are different from task automation. They cover abandoned forms. When a visitor starts filling out your Cash Offer form (or any form) and leaves without finishing, the abandoned form recovery email feature reaches back out.

When you enable re-engagement, the platform sends up to three recovery emails on a fixed cadence:

• Email 1. Sent 12 hours after the abandoned submission.
• Email 2. Sent 2 days after.
• Email 3. Sent 4 days after.

Each email has an editable subject and body. Drop tokens like {{lead.name}}, {{resume_url}}, {{abandoned_form}}, and {{owner.name}} to personalize them. The {{resume_url}} token sends the visitor back to where they left off. Their answers are pre-filled.

The defaults are tuned by site type. Buying, selling, agent, and rental forms each get their own opening defaults. Edit them or use as-is.

This feature shipped for all 9 site types in v3. If you're seeing it for the first time, expand the 📧 Re-engagement Emails section in the same Task Automation Settings modal.

• Start with one rule. Turn on New Lead Follow-up first. Live with it for a week. Add the next rule once you trust the first.
• Set quiet hours. Real estate runs late evenings, but you don't need a text at 11pm telling you a Cold Lead Re-engage task was created. Quiet hours keep the alerts out of your downtime.
• Re-engagement emails get the lead back — sometimes. A recovery email for a 4-day-old abandoned form is more about coverage than conversion. Don't expect 50% recovery — 10-15% is a solid number.
• Read the Last 30 Days stats. The modal shows you how many tasks the automation created over the last month. If it's creating 80 tasks and you're closing 70, the rules are working. If it's creating 800 and you're touching 10, dial it back.

When you automate follow-up tasks in your real estate CRM the right way, every lead gets a timely touch — and you stop forgetting the ones that quietly cool off.

For more on the tasks themselves, see Adding Notes, Tasks, and Files to Leads. For the lead activity log where these auto-tasks appear, see How to track lead activity in your real estate CRM. For the CRM as a whole, see SiteStakes CRM Overview.