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Write, Activate, Deactivate, & Edit Email & Text Message Auto-Responders

Learn how to create and manage email and text auto-responders to engage new leads automatically.

 

Why This Feature Matters

 

 

Auto-responders ensure timely communication with new leads, helping you:

 

  • Build trust by responding instantly to inquiries

  • Promote your brand and website features without manual effort

  • Improve lead conversion by keeping communication consistent

 

 

 

 

Step-by-Step Instructions

 

 

Accessing Auto-Responders

 

  1. Click the gear icon in the upper-right corner of your Sierra CRM.

  2. Select the Auto Responders icon.

 

 

Creating and Managing Auto-Responders

3. From the Auto Responders dashboard, you can:

 

  • Write a new email or text message auto-responder

  • Activate or Deactivate existing auto-responders

  • Edit current auto-responders

 

 

Linking Auto-Responders to Lead Routing

4. In your Lead Routing Rules, make sure to select:

 

  • “Use Corresponding Auto-Responder (When Active)”

  • This ensures the responder is sent when the rule is triggered.

 

 

Exception – Listing Detail Page Forms

5. If a lead fills out a “Request More Info” or “Schedule a Showing” form:

 

  • The corresponding auto-responder will be sent automatically (if active), even if not selected in lead routing.

 

 

Enabling Text Message Auto-Responders

6. Ensure the Sierra Dialer is activated for your account.

7. Each user must connect their profile to the dialer to send text auto-responders.

8. You can configure two text messages per auto-responder:

 

  • Message 1: Sent immediately

  • Message 2: Optional delay of 1–20 minutes

  • Tip: Sending a second message can improve engagement.

 

 

 

 

Best Practices

 

 

  • Use a warm, helpful tone in your auto-responder content.

  • Keep text messages short and actionable.

  • Test different delays for the second text to find what works best for your audience.

  • Regularly review performance and update messaging accordingly.

 

 

 

 

Troubleshooting Common Issues

 

 

  • Auto-responder not sending? Confirm it’s marked as Active and selected in your lead routing rules.

  • Text not delivered? Ensure the Sierra Dialer is enabled and that the user is connected.

 

 

 

 

FAQs

 

 

Can I send both an email and a text auto-responder?

Yes, as long as both are created and active in your settings and selected in your lead routing rules.

 

Do I need to use lead routing for listing page auto-responders?

No. For “Request More Info” and “Schedule a Showing” forms, the auto-responder will send if it is active.

 

How many text messages can I send in an auto-responder?

You can send up to two messages: the second can be delayed between 1–20 minutes after the first.