The 5 default templates

Five automation templates ship with the platform and should be applied to every new org as a baseline. They cover ~80% of what customers ask for; the remaining 20% is customizing the wording and adding the customer-specific HTTP integrations.

Templates are blueprints, not live links. When you apply a template, RocketLead copies the structure into a new flow under the org. Later changes to the template don’t propagate — your applied flows are independent. This is intentional so a template update never breaks an in-production flow.

The five templates

1. Welcome email

Trigger	New lead added (per pool)
Timing	Immediate
Outputs	Two emails: one to the lead, one to the studio’s email address

Sends a confirmation email to the lead acknowledging the inquiry, plus a notification to the studio so the staff know a new lead came in. Both emails use $studio.* variables for the signature block.

Assumes: the pool has an email field (Custom Field, type email), the lead has a firstName, and the studio’s email is configured on the Standort.

2. Appointment confirmation

Trigger	New appointment booked
Timing	Immediate
Outputs	Email confirming the appointment details

Fires when an appointment is booked (regardless of whether the customer self-booked via a form or an operator booked manually). Sends a confirmation email with the appointment time, location, and what to bring.

Often also flips the lead state to “PT vereinbart” (or equivalent) as a side effect — see the customer-source picker article for why this needs careful configuration in multi-location orgs.

Assumes: an email field on the lead, the Standort has a phone and address, the calendar of the appointment is linked to the Standort.

3. Appointment reminder

Trigger	Appointment starts
Timing	1 day before the event
Outputs	Reminder email

Sends a reminder 24 hours before the appointment. This is the canonical use of the “pre-event” trigger timing — see Snapshot semantics for what’s snapshotted vs. fetched live at send time.

4. No-show follow-up

Trigger	Lead state changes to “No-show”
Timing	Immediate
Outputs	Email asking the lead to reschedule + sets state to a follow-up state

Triggered when an operator marks a lead as no-show after a missed appointment. Sends a re-engagement email and parks the lead in a “follow up later” state.

5. Unreachable follow-up

Trigger	Lead state changes to “Not reached”
Timing	Immediate
Outputs	Email asking the lead to call back or rebook

Mirror of the no-show template, for the “we tried to call and couldn’t get hold of them” case. Triggers on lead-state change, just to a different state.

Applying templates to a new org

After the pool and calendar are set up, go to Automations → New from template for each of the five. For each one:

1. Pick the template.
2. RocketLead creates a new flow with placeholder values for pool/calendar/appointment-type/lead-state IDs.
3. You go through each node and fill in those placeholders with the actual IDs for this org.
4. Verify the variable placeholders in the email bodies — see Variable placeholders for the silent-fail caveat.
5. Save & publish.

The placeholder-filling step is the only manual work — and it’s because templates are global (shared across all orgs) and can’t reference specific IDs that don’t exist yet.

Customizing

• Wording — edit the email body freely; templates only set the structure.
• Adding HTTP forwarding — if the customer also wants leads to flow into Make / Zapier / a third-party CRM, add an HTTP Request action after the trigger.
• Adjusting the reminder timing — change “1 day before” to whatever the customer prefers.
• Disabling SMS placeholder nodes — templates include a disabled SMS node as a hint; leave it disabled unless the customer explicitly wants SMS (and you’ve discussed delivery costs).

What’s next

• Lead states across locations — how a single Set-state node now covers multiple Lead Pools.
• Snapshot semantics — what does and doesn’t update if you edit a flow after a trigger fires.