How do I set up an automation?
Updated 1 September 2026
The Short Answer
Open Extensions then Automations, press New Automation, then work through the seven settings in the panel: Who, What, When, How, Run On, Approval and the message mode. Flip the switch when you are done and a check opens showing how many people it reaches and what it costs.
Start to finish. It takes about two minutes, and nothing happens until the last step.
Step 1 — where do I start?
Open Extensions → Automations and press New Automation.
A row appears under Not Running Yet with its settings open in the panel on the right. It is switched off, and it stays off until you say otherwise.
If you would rather not start from blank, PropKaki sets up four ready-made ones: Chase for a Reply, Follow Up With New Leads, Send a Monthly Market Note and Update People on Their Own Place. All four arrive switched off too.
Step 2 — who should it write to?
Set Who. There are four choices: Everyone, New Leads, Groups, and Individuals.
Groups and Individuals expand so you can pick particular rows out of your book. If you have not made any groups yet, that option has nothing to offer — make one in Prospecting first.
Step 3 — what should it say?
Set What. The choices are Auto, Send Chaser, Provide Updates, Their Own Place, Send Greetings, Share Content, Event Invite, Send Custom Message and Manual Prompt.
Auto lets PropKaki read the person and pick the angle. Send Custom Message opens a box for your own words, and an automation set to it with the box left empty will not run — there is nothing to send.
Step 4 — when should it run?
Set When. It is one control that reads back the whole schedule — Every 5 Days · 9:00am — and opens a popover holding the date, the time and the repeat.
The repeats are Once Only, Every Day, Every Weekday, Every Week, Every 2 Weeks, Every Month, Every 3 Months and Every Few Days. There is also On Command, which has no clock at all — it runs when you ask it to.
Step 5 — how should it reach them?
Set How: WhatsApp, Email, or Leave It In The App.
You can add fallbacks underneath, in your own order. If someone has no WhatsApp number on file, the automation drops to the next channel you listed rather than skipping them.
Step 6 — where should it reach me?
Set Run On: Telegram or WhatsApp.
This is where the automation talks to you — where it says four people are due, shall I draft. It has nothing to do with how your clients are reached, which is How above.
Step 7 — how much say do I keep?
Set Approval: Notify Only, Confirm Before Drafting, Approve Before Sending or Send Automatically. New automations arrive on Confirm Before Drafting.
Then pick the message mode — Generic Message (one message for everyone) or Customised Message (a different message for each person).
Step 8 — how do I turn it on?
Flip the row's switch.
A check opens showing how many people this reaches, which channel reaches each of them, how many cannot be reached at all, and what a run will cost. Read it, then press Turn On Anyway — or close it and go fix what it flagged.
The row moves up to Running.