Playbook Series: Your Automation Blueprint

July 23, 2025

Beehiiv / CRM Automation Blueprint

Unlock seamless growth with the Beehiiv / CRM Automation Blueprint-a step-by-step guide to building powerful, personalized email journeys that nurture leads and drive real engagement. With Beehiiv’s automation tools, you can design multi-step workflows triggered by subscriber actions, customize timing between messages, and use advanced segmentation to deliver the right content at the right moment. Integrate your CRM to keep lead data perfectly in sync, track every touchpoint, and trigger targeted campaigns based on real-time behavior.This blueprint empowers you to automate onboarding, re-engagement, and market updates, freeing you to focus on strategy while your outreach runs on autopilot. Whether you’re managing a growing list or refining your nurture sequences, this system gives you the flexibility and analytics to optimize every step of your lead journey.

1

List Import → List "Cold-{ {CITY}}"

Create a master list for all new cold leads targeting your specified location. Use these settings:

  • List name format: "Cold-{ {CITY}}-[SOURCE]"

  • Required fields: Email, First Name (if available), Source

  • Optional fields: ZIP Code, Property Interest (buy/sell/invest)

Import methods: CSV upload, webform integration, Zapier connection from lead sources

2

Automation #1: Cold Sequence (add on import)

Trigger: When a subscriber is added to any "Cold-{ {CITY}}" list

Action sequence:

  1. Tag as "Nurture-New"

  2. Add to 20-touch email sequence workflow

  3. Set send calendar according to the 365-day schedule

  4. Add subscriber property: "Entry_Date = [Current Date]"

Exit conditions: Subscriber replies to an email OR clicks on a Calendly link

3

Dynamic Segment: ENGAGED

Create an automatically updating segment with these conditions:

  • Subscriber has opened ≥ 2 of first 3 emails, OR

  • Subscriber has clicked any link in any email

This segment will be used to determine which subscribers receive additional newsletter content without overwhelming less engaged contacts.

4

Automation #2: When ENGAGED → tag "MarketPulse" → monthly update

Trigger: When a subscriber is added to the "ENGAGED" segment

Action sequence:

  1. Remove "Nurture-New" tag

  2. Add "MarketPulse" tag

  3. Add subscriber to "Monthly Market Pulse" newsletter list

  4. Send immediate welcome email explaining the value of the monthly market report

Schedule: Monthly Market Pulse newsletter sends on the 1st Tuesday of each month

5

Automation #3: After first MarketPulse open → tag "LocalEvents" → weekly newsletter

Trigger: Subscriber with "MarketPulse" tag opens any Monthly Market Pulse email

Action sequence:

  1. Add "LocalEvents" tag

  2. Add subscriber to "Weekly Pulse Local" newsletter list

  3. Send immediate welcome email introducing the weekly local content

Schedule: Weekly Pulse Local newsletter sends every Thursday at 10am local time

6

Trigger: Any click on valuation CTA → Webhook to CRM / SMS alert

Trigger: Subscriber clicks on any valuation CTA link in any newsletter

Action sequence:

  1. Add "HotLead" tag

  2. Send data to CRM via webhook with "Priority: High" flag

  3. Send SMS alert to agent: "New valuation request from [Name]: [Email]"

  4. Pause all automated sequences temporarily

  5. Add to "Valuation Follow-Up" sequence if no manual agent action within 24 hours

7

Re-Engage: 90 days no open → send gentle opt-out & pause

Trigger: Subscriber hasn't opened any email for 90 consecutive days

Action sequence:

  1. Add "Disengaged" tag

  2. Pause all regular campaign sends

  3. Send re-engagement email with subject: "Quick check-in about { {CITY}} updates"

  4. If no open in 7 days, send final email with clear unsubscribe option

  5. If still no open in 7 more days, move to "Inactive" list

Conversion Tracking

Set up UTM parameters on all your CTA links (like valuation requests and Calendly bookings) to track which specific emails and newsletters drive the most conversions. Example format: ?utm_source=email&utm_medium=newsletter&utm_campaign=marketpulse&ut m_content=may2025

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