Automation Templates and How They Work

Automation templates let you trigger actions in your CRM — apply a tag, run a workflow, move a deal — automatically when something happens to your video. The most common pattern: a prospect watches your video, and your CRM moves them to the next stage of the pipeline without you lifting a finger.

This article covers what automation templates are, how to create them, and the events you can hook into.

What an automation template is #

An automation template is a named, reusable rule that says:

“When event X happens to a video, do action Y in [Keap / HighLevel / HubSpot].”

For example:

• “When a recipient watches my prospect intro video to completion, apply the Keap tag video-watched.”
• “When someone clicks my pricing CTA, fire the HighLevel workflow Hot Lead Follow-Up.”
• “When a recipient replies to my video, create a task in HubSpot for me.”

Once you’ve built a template, you can apply it to any send with one click instead of configuring the same automation logic over and over.

Events you can trigger on #

Automation templates fire on these video events:

• Video sent — the email leaves the queue
• Video watched — recipient opened the watch page (any duration)
• Video watched in full — recipient watched all the way through
• CTA clicked — recipient clicked your watch page CTA
• Reply received — recipient sent you a text or video reply

Each event has clear semantics. Watched fires on the first open; Watched in full fires only when the recipient reaches the end of the video.

Actions you can take #

The available actions depend on the CRM:

Keap #

• Apply a tag
• Remove a tag
• Run a Keap campaign

HighLevel #

• Run a workflow
• Apply a tag

HubSpot #

• Run a workflow
• Apply a list membership

For all CRMs, you reference the action by its ID in the CRM (workflow ID, tag ID, campaign ID). MyVideo.Email doesn’t create new tags or workflows for you — those are managed in the CRM. We just trigger them.

Creating an automation template #

1. Sign in to MyVideo.Email at app.myvideo.email.
2. Go to Settings → Automations (or Settings → Automation Templates).
3. Click + New Automation Template.
4. Give it a name (e.g., “Mark watched-full in Keap”).
5. Pick the CRM provider (Keap, HighLevel, or HubSpot).
6. For each event you want to handle, add one or more actions:
   • Pick the event (Watched, Watched in full, CTA Clicked, Reply Received, etc.).
   • Pick the action type (Apply tag, Run workflow, etc.).
   • Enter the ID of the tag/workflow/campaign from your CRM.
7. Click Save.

The template is now available everywhere you compose.

Success Check: The template appears in your list at Settings → Automations.

Applying a template on a send #

1. Record or pick a video as normal.
2. On the send screen, find the Automation section in Watch Page Options.
3. Click Choose automation template.
4. Pick a template.
5. Send.

From that point on, when any of the events configured in the template happen on this specific send, MyVideo.Email fires the corresponding action in your CRM.

Setting a default automation template #

Most users have one “standard outreach” template that applies to most sends. Set it as the default:

1. Go to Settings → Automations.
2. Hover the template you want as default.
3. Click Set as default.

From now on, every new send pre-fills with that template. Override or remove per-send as needed.

Org-level automation access modes #

If you’re on a team account, the owner can control how team members use automations. Three access modes:

• None — team members can’t use automation templates at all.
• Templates only — team members can pick from a list of org-approved templates but can’t create their own or edit per-send.
• Manual per email — team members can configure automation manually for each send (advanced).
• Default only — team members get the org default applied automatically and can’t change it.

Set this in Settings → Organization → Automation Access.

The default mode is Templates only — strikes a balance between control and flexibility.

Finding tag/workflow IDs in your CRM #

Keap tags: Settings → Tags → click the tag → the URL contains the tag ID, or use the Keap admin tag list to copy IDs.

Keap campaigns: Marketing → Campaigns → open the campaign → the URL contains the campaign ID.

HighLevel workflows: Automations → Workflows → open the workflow → the URL ends with the workflow ID (long UUID).

HighLevel tags: Contacts → Tags → the tag detail view shows the ID.

HubSpot workflows: Automations → Workflows → open the workflow → the URL contains the numeric ID.

HubSpot lists: Contacts → Lists → open the list → the URL contains the list ID.

Paste the ID into the corresponding field in your automation template.

What happens when an automation fails #

If an automation action fails (the workflow has been deleted, the tag doesn’t exist, the CRM is rate-limited):

• The failure is logged on the send in My Emails under “Automation events.”
• You’ll get a notification if you’ve enabled notifications for failed automations.
• The video send itself is not affected — the email goes through; only the downstream CRM action fails.

Common failure causes:

• The referenced workflow was deleted in the CRM
• The CRM OAuth token expired
• The CRM hit a rate limit
• A tag/workflow ID was typo’d in the template

Fix the underlying issue (reconnect the CRM, fix the ID), then optionally re-fire the action manually in the CRM.

Editing a template #

1. Go to Settings → Automations.
2. Click the template.
3. Update event/action mappings.
4. Save.

Note: Edits apply only to future sends that use this template. Past sends keep the automation logic that was in place at the time they were sent. To retroactively change a past send’s automation, edit the automation directly on that send in My Emails.

Deleting a template #

1. Go to Settings → Automations.
2. Hover the template.
3. Click the trash icon.
4. Confirm.

Past sends that used the template are unaffected — they keep their per-send automation config. The template just disappears from the picker.

Mobile #

Automation template application is supported on mobile sends, but template management (creating, editing) is desktop-only — better screen real estate makes managing the event/action grid much easier.

Troubleshooting #

My automation didn’t fire when the event happened. Check three things:

1. The template is correctly attached to the send (open the send in My Emails and look at “Automation”).
2. The CRM connection is healthy (Settings → Integrations — reconnect if expired).
3. The tag/workflow/campaign ID is correct in the template.

The automation fired but nothing happened in the CRM. Verify the workflow is published (not draft) in the CRM. Also check that the workflow’s entry conditions allow this contact to enter — many workflows have filters that silently block contacts.

I see “Automation rate limited” in the event log. Your CRM is throttling. Wait an hour and the next event will fire normally. If you’re consistently hitting rate limits, upgrade your CRM plan.

A team member can’t pick the template I shared. Make sure the template is Shared with team in its settings. Also check the org’s Automation Access mode — if it’s “None,” team members can’t use any templates.