Automations are one of the most powerful features in Hoops, allowing your business to automatically perform actions when specific events occur.
Instead of relying on manual follow-up, Automations can update workflows, notify customers, notify team members, and move work through your process automatically.
Whether you're managing sales, artwork approvals, purchasing, production, dispatch, or customer communication, Automations help ensure important actions happen consistently and on time.
How Automations Work
Every Automation follows a simple structure:
Trigger → Action
A Trigger is the event that starts the Automation.
Examples include:
A SalesBoard Status changes
A JobBoard Status changes
A Proof is approved
A Payment is received
An Accounting Status changes
An Action is what Hoops does when that Trigger occurs.
Examples include:
Send an Email
Send an SMS
Update another Status column
Progress a workflow
Trigger additional Automations
By combining Triggers and Actions, businesses can create powerful workflows that reduce administration and improve communication.
Common Automation Examples
Businesses use Automations for many different purposes, including:
Sending quote follow-up emails
Notifying customers when artwork is approved
Updating production statuses automatically
Alerting teams when payment is received
Sending dispatch notifications
Managing lead workflows
Progressing Jobs through production stages
Creating internal hand-off processes between departments
Many businesses start with simple Automations and gradually build more sophisticated workflows over time.
Where are Automations Stored?
To view all existing Automations, head to Settings → Automations
This displays all existing Automations within your Hoops account and allows you to create, edit, enable, disable, and organize your workflows.
Creating a New Automation
To create a new Automation, click Add Automation.
You will then choose:
Which 'Entity'
The Automation Type (The Trigger)
The Trigger Conditions
The Action perform
Once saved and enabled, the Automation will begin monitoring for the selected Trigger and automatically perform the configured Actions whenever the conditions are met.
Automation Types
Hoops currently provides Automation types for a variety of workflows, including:
SalesBoard Automations
Automations triggered by SalesBoard activity and status changes.
Learn more:
SalesBoard Status Change Automations
SalesBoard Automation Examples
JobBoard Automations
Automations triggered by JobBoard workflow activity.
Learn more:
JobBoard Status Change Automations
JobBoard Accounting Status Automations
JobBoard Proof Automations
JobBoard Automation Examples
Proof Approval Workflows
Automations designed specifically for artwork approval processes.
Learn more:
Building Complete Workflows
One of the most powerful concepts in Hoops is combining multiple Automations together.
For example:
Proof Approved → Update Artwork Status
Artwork Status Changes → Notify Production Team
Production Status Changes → Notify Customer
Dispatch Status Changes → Send Tracking Information
This allows businesses to create complete workflow chains that require very little manual intervention.
Many customers begin with simple notifications and gradually build fully automated sales, production, and fulfillment processes.
Benefits of Automations
Using Automations helps businesses:
Reduce manual administration
Improve customer communication
Eliminate missed follow-ups
Standardize processes
Increase team accountability
Improve workflow visibility
Scale operations more efficiently
By automating repetitive tasks and workflow updates, Hoops allows teams to spend less time managing processes and more time delivering great customer experiences.