How to automate follow up tasks in Aloware using triggers and sequences

If you use Aloware to handle calls, texts, or anything sales-related, you know that following up is a pain. People slip through the cracks. You forget, or the team moves on too fast. Automating follow-ups just makes sense—less manual labor, fewer mistakes, and you actually look organized. This guide is for anyone using Aloware who wants to stop babysitting reminders and start letting the system do the boring stuff.

Let’s get into how you can use Aloware’s triggers and sequences to automate your follow-up tasks—without making things more complicated than they need to be.

What Are Triggers and Sequences in Aloware?

Before we dive in, here’s the honest breakdown:

  • Triggers are “if this, then do that” rules. Think: “If a call goes unanswered, create a follow-up task.”
  • Sequences are automated sets of actions, usually spread out over time. Think: “Day 1, send a text. Day 3, call. Day 5, send a reminder email.”

Used together, you can automate a ton of stuff—without relying on your memory or sticky notes.

Step 1: Decide What Actually Needs Automating

Don’t automate everything just because you can. If you automate dumb processes, you’ll just annoy your leads and your team. Start by answering:

  • Where are you (or your team) dropping the ball? Missed follow-ups? Late responses?
  • What tasks are repetitive and boring? Stuff like “send a check-in text,” “schedule a call,” or “remind me to email.”

Pro tip: Start small. Automate one or two things first. You can always add more later.

Step 2: Map Out Your Ideal Follow-Up Flow

Grab a notepad or whiteboard. Map out what should happen after a key event (like a missed call or a new lead comes in). Example:

  • New lead fills out a form.
  • Immediate: Send a welcome text.
  • After 1 day: Call if no response.
  • After 3 days: Assign a task to check in.

This will save you time and headaches when you actually set things up in Aloware.

Step 3: Build Your First Trigger in Aloware

  1. Log in to Aloware.
  2. Go to the Automation or Triggers section (Aloware likes to move UI elements around, so check the sidebar or settings).
  3. Click Create New Trigger.

You’ll see a bunch of options. Here’s what matters:

  • Trigger Event: What kicks this off? (e.g., “Missed call,” “New contact created,” “Incoming SMS”)
  • Conditions: Only want this for certain leads, or at certain times? Set those rules here.
  • Actions: What should happen? (e.g., “Create follow-up task,” “Send SMS,” “Assign to user”)

Example:
If you want to create a follow-up task after every missed call:

  • Trigger Event: “Missed call”
  • Condition: (Optional) Only for leads in a certain pipeline
  • Action: “Create task—Call back missed lead”

Heads up: Don’t stack too many conditions at first. Test it simple, then get fancy.

Step 4: Create a Sequence for Multi-Step Follow-Ups

Triggers are great for one-off actions. But if you want a series—text, then call, then email—that’s where Sequences come in.

  1. Go to the Sequences section (sometimes called “Cadences” depending on your version of Aloware).
  2. Click Create Sequence.
  3. Add steps:
    • Step 1: Action (e.g., “Send SMS: Thanks for reaching out!”), set to happen immediately.
    • Step 2: Wait time (e.g., 1 day), then action (e.g., “Create call task”).
    • Step 3: Wait time (e.g., 2 more days), then action (e.g., “Send follow-up email”).
  4. Define exit criteria—when should a contact leave the sequence? (e.g., if they reply, if you mark the task complete)

Tip: Don’t build 10-step sequences right away. Start with 2-3 steps. Overkill annoys people.

Step 5: Link Triggers to Sequences

Here’s where the magic happens. You want the right flow to start at the right time.

  • Set your trigger to “Add contact to sequence” instead of just “create task.”
  • Now, whenever the trigger event happens (say, a new lead is created), Aloware automatically drops them into your sequence. The follow-up steps roll out on autopilot.

Example:
Trigger: “New lead created”
Action: “Add contact to Welcome Sequence” (which you built in Step 4)

Step 6: Test Like a Skeptic

Automation can go sideways fast. Don’t trust it blindly:

  • Use test contacts. Run through your triggers and sequences with fake data.
  • Check timing. Did messages send at the right times? Did tasks get assigned?
  • Watch for double-ups. Sometimes leads get dropped into the same sequence twice—catch this early.
  • Ask a coworker to review. You’ll miss stuff. A second pair of eyes helps.

Pro tip: Temporarily set delays to 5 minutes instead of 1 day, so you’re not waiting forever to see if it works.

Step 7: Roll Out to Your Team—Slowly

Once you’re confident, roll out automations in phases:

  • Train your team. Show them what will be automated, and what still needs their attention.
  • Start with just one workflow. Let everyone get used to it before adding more.
  • Collect feedback. If people are annoyed or confused, fix it.

Warning: If you dump a bunch of automation on your team at once, they’ll ignore it or find workarounds. Go slow.

What Works, What Doesn’t, and What to Ignore

What Works:

  • Automating repetitive, clear-cut tasks (e.g., “Send reminder SMS,” “Create task after missed call”).
  • Sequences for simple, time-based follow-ups.
  • Triggers that fill in real gaps (like those “oops, I forgot” moments).

What Doesn’t:

  • Overly complex chains—if you need a flowchart to explain it, it’s probably too much.
  • Automating real conversations. A bot can’t read the room.
  • Blanket automation for all leads—some contacts need the personal touch.

What to Ignore:

  • Every shiny feature. Stick to the basics until you actually need more.
  • Automating “nice to have” tasks. Focus on the stuff that saves you real time or prevents real mistakes.

Common Pitfalls (And How to Dodge Them)

  • Forgetting exit criteria: If someone replies, pull them out of the sequence. Otherwise, you’ll look clueless.
  • Spamming leads: Too many automated messages feels desperate.
  • Not monitoring results: Check if your automations are actually helping, not just making noise.

Keeping It Simple (and Sane)

Automation is supposed to make your life easier, not busier. Start with the low-hanging fruit—missed call follow-ups, new lead intros, basic reminders. Build, test, and tweak as you go. Don’t try to automate every corner of your workflow all at once.

The best setups are the ones your team actually uses and your leads don’t notice. Keep it simple, iterate, and let Aloware quietly do the heavy lifting for you.