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Automations

The Automation Builder allows you to connect Instantly with other tools to automate your workflow, and it is available to all Email Outreach plans.

You choose a trigger, and Instantly automatically performs actions in another tool.

Step 1: Create Your Automation

  • Go to the Automations tab

  • Click 'Add New' to create a new automation workflow

  • Design your automation flow

Managing Your Automations

  • Undo / Redo: Revert or reapply your most recent changes

  • Zoom In / Out: Adjust the canvas view

  • Re-center view: Automatically scales and positions the canvas to show all nodes

  • Run Test: Execute the workflow manually to test triggers and actions

  • Paused/Active Toggle: Pause or activate the workflow

  • Three dots:

    • Settings: Rename the automation or add a description

    • Re-arrange: Reset the positions of all nodes

    • Save: Save the changes

    • Duplicate: Duplicate the automation

    • History: Check the execution history of the automation workflow

    • Delete: Delete the automation

Step 2: Add a Trigger

Choose which event to start your automation. One trigger can run multiple actions in a single flow.

Instantly Triggers

  • Select available triggers from Instantly:

    • Lead interest status changed

    • Campaign finished for lead

    • Lead added to list

    • Lead replies

  • Once you select the trigger event, click 'Continue' to choose the campaign. You can now apply a single trigger (for example, lead status change) across all campaigns, instead of configuring each one individually.

  • Click 'Continue' to test and save the step.

Apollo Triggers

  • Contact created

  • Contact updated

  • Account created

Attio Triggers

  • Person created/updated/deleted

  • Company created/updated/deleted

  • Deal created/updated/deleted

  • Task created/updated/deleted

  • List Entry created/updated/deleted

  • Custom Object Record created/updated/deleted

Brevo Triggers

  • Contact deleted

  • Contact updated

  • Contact hard bounced

  • Contact unsubscribed

  • Contact added to list

HighLevel Triggers

  • Contact created

  • Contact updated

  • Contact deleted

HubSpot Triggers

  • Contact created, updated, deleted

  • Deal created, updated, deleted

  • Tasks, notes, communications (email, SMS) created

  • Conversation created

  • New message in conversation

  • Deal association changed

  • Record created, updated

Intercom Triggers

  • New conversation

  • Contact replied

  • New lead

  • New user

  • Lead merged into user

  • Tag added to contact

  • Contact updated

  • Tag removed from contact

Klaviyo Trigger

  • New event

Mailchimp Triggers

  • Subscriber added

  • Subscriber unsubscribed

  • Subscriber profile updated

  • Subscriber email changed

  • Subscriber cleaned

Pipedrive Triggers

  • Person Created/Updated/Deleted

  • Deal Created/Updated/Deleted

  • Lead Created/Updated/Deleted

  • Activity Created/Updated/Deleted

RB2B Trigger

  • Person / Company Identified

Trigify Trigger

Trigify automatically turns relevant social media posts(based on pre-set criteria in Trigify) into leads and sends them to Instantly for enrichment or outreach.

  • Trigger event: New Signal Detected

Possible workflow (points 1-5 happening in Trigify)

  • Post matches the user's high-intent keyword search or profile posts

  • Get Likes & Comments from that post

  • Enrich every person who engaged (person-level data)

  • Filter for your ICP (country, role, industry, etc.)

  • Run email enrichment on the filtered contacts (optional)

  • Send qualified leads straight into Instantly:

    • If email is found → add to a campaign

    • If not → add to a list for enrichment

Typeform Trigger

  • New form response

Zoho CRM Triggers

  • Contact created

  • Contact updated

Webhook

With the new HTTP Request step, you can push data from Instantly to external APIs.

Step 3: Add Built-in Steps

HTTP Request

Push data from Instantly to external APIs.

Add Conditional Branching (If/Else Logic)

You can add logic inside your workflows. Conditional branching is the simple “if this, then that” logic inside a workflow.

  • If the condition matches → Action A happens next

  • If the condition does not match → Action B happens next

The workflow makes the decision automatically based on the data: different data → different action → fully automated. Example:

  • If lead has a corporate domain → send Slack alert to a specific channel

  • If lead uses Gmail/Hotmail → send to a different channel

The IF condition node now supports multiple conditions in one step, with AND / OR logic. That means you can check several rules at once without stacking multiple IF nodes.
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Add Delay

You can set a delay before the next action runs. Set delays in minutes, hours, or days to create more precise automation sequences.

Step 4: Add Actions

Instantly actions

  • Add lead to list

  • Add lead to campaign

When adding leads to campaigns or lists in Instantly, you can:

  • Ignore if lead exists in other lists to skip duplicates

  • Ignore if lead exists in other campaigns to skip duplicates

  • Launch campaign if paused or completed

  • Add custom fields/variables when adding leads to lists or campaigns

Other Available Actions

  • Aimfox: Add profile to campaign

  • HeyReach(Find API key here): Add lead to campaign, Add lead to list

  • Valley: Add lead to campaign

  • Apollo: Create lead

  • HighLevel: Create contact, Update contact, Add lead to workflow

  • LeadConnector: Create contact, Update contact, Add lead to workflow

  • HubSpot: Create or update contact, Create message, Create task, Create note, Create or update record

  • Lemlist: Create lead

  • Pipedrive: Create/Update Person, Create Activity, Create/Update Deal, Create/Update Lead, Create Note, Create Project Task

  • Slack: Send message

  • Typeform: Get form details, Get response

Airtable actions

  • Find record

  • Create record

  • Update record

  • Delete record

Attio actions

  • Create or update person

  • Create or update company

  • Create or update deal

  • Create note

  • Create or update task

  • Add record to list

  • Remove record from list

  • Create or update custom object record

Beehiiv actions

  • Add/Update/Find subscriber

  • Add tags to subscriber

  • Unsubscribe or delete subscriber

Brevo actions

  • Add contact to list

  • Remove contact from list

  • Unsubscribe or delete contact

  • Create or update contact

  • Find contact

Intercom actions

  • Find contact

  • Create or update lead

  • Create or update user

  • Add tag to contact

  • Create note

  • Create data event

  • Create conversation

  • Reply to conversation

  • Merge lead into user

Klaviyo actions

  • Create or update profile

  • Remove profile from List

  • Unsubscribe profile

  • Subscribe profile

  • Find list

  • Add profile to list

  • Update profile

  • Find a profile

Mailchimp actions

  • Add/Update subscriber

  • Add subscriber to tag

  • Remove subscriber from tag

  • Create tag

  • Unsubscribe or delete contact

  • Find subscriber

  • Find tag

Zoho CRM actions

  • Create module entry

  • Create/Update module entry

  • Update module entry

  • Find module entry

  • Find module entries

  • Convert lead

  • Add tag

  • Add attachment

  • API request

Example Workflow

When the lead interest status changes in your selected campaign in Instantly, it will automatically add the profile to the selected campaign in Aimfox.

Once you select the actions, click 'Continue' to choose the campaign and map the lead data. Simply enter / to map the variables.

To successfully push leads from Instantly to Aimfox, Heyreach, and Valley, the leads in Instantly must have a LinkedIn URL.

These steps work similarly across all integrations. You can follow the same steps for other integrations.

Step 5: Activate Your Automation

Before going live:

  • Click Run Test to confirm the action completes successfully

  • Check execution history to verify everything works

You can now toggle the switch ON to activate your workflow.

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