Understanding Automations in Avoma

By setting simple triggers and rules, you can automate actions like task management, data capture, recording and privacy controls, CRM updates and more.

This guide covers:

• What Automations are
• Common use cases
• How they work
• Step-by-step setup
• FAQs and best practices

What are Automations?

Automations in Avoma help you create simple workflows that tell Avoma when to take action, what to look for, and what to do next.

When: the trigger

This is when the automation should start.

Example: When a meeting is scheduled, when a transcript is available, or when notes are available.

If: the condition

This defines what needs to be true for the rule to apply.

Example: If the meeting title contains “Demo” or if any participant has an external email domain.

Then: the action

This is what Avoma should do once the condition is met.

Example: Then set the meeting purpose to “Demo”, detect and assign a meeting outcome using AI, or create a follow-up task in your CRM.

Common use cases

Here are some of the most popular ways teams use Automations today:

• Auto-assign meeting purposes: categorize meetings as Demo, Customer Call, or Internal Sync
• Auto-detect and log meeting outcomes: track outcomes to your CRM such as No show, Qualified, or Send follow-up
• Create tasks from action items: push follow-ups to tools like ClickUp or your CRM
• Control recording and privacy: set rules based on meeting type, participants, or domains

And more!

How Automations work

Automations are managed by admins in your Avoma Organization Settings. 

Rules are applied at the organization level, meaning they affect all users unless specified otherwise in the conditions. 

Once set up, Avoma runs your rules automatically in the background, keeping your meetings, data, and connected systems consistent and in sync without any manual effort.

How to set up Automations

Follow these steps to create your first rule:

1. In Avoma, go to Settings → Automations (under Organization)
2. Click Create New Automation.
3. Name Your Automation: Give it a clear, descriptive name so other admins understand its purpose.
4. Add Your Trigger: Choose when the automation should run:
   1. Meeting added or updated on calendar
      
   2. Conversation transcription is available
      
   3. Conversation notes are available
      
      1. If you select Conversation notes are available, you’ll be prompted to choose an optional Smart Topic to process.
      2. This is only required if you want to create tasks from notes under a chosen Smart Topic (example “Action Items”).
5. Define Your Conditions
   
   1. Click New Rule to add conditions.
   2. Choose criteria such as meeting title, team, participant email, keywords, or meeting type.
      1. Example: Meeting title contains “Interview” OR external participant domain includes “@customer.com”.
   3. (Optional) Click + Add to create AND rules (both conditions must be true), or click + New Rule to create OR rules (either condition can trigger the action).
6. Select Your Actions
   
   1. Decide what Avoma should do when the conditions are met. You can set multiple actions for one automation. 
      1. Examples: Set meeting purpose using AI, create Hubspot task, OR enable/disable recording
7. Click Create to save and turn on Automation.
   1. Automations are enabled automatically upon creation.
8. To disable, toggle Status off on the Automation page.
   1. You can edit, duplicate, or delete rules anytime as your workflows evolve.
9. (Optional) Test Your Setup
   
   1. Schedule a test meeting to confirm the automation runs as expected.

Frequently asked questions

How do I auto-assign the meeting purpose?

Go to Settings → Automations, create a trigger (when the automation should activate), and set your rules (example: title contains “Demo”). Then select the action.

• Set Meeting Purpose: Assigns the purpose you specify
• Set Meeting Purpose using AI: Detects and sets purpose in Avoma AND CRM if connected
• Set Meeting Purpose using AI in Avoma: Detects and sets purpose ONLY in Avoma
• Detect and Log Meeting Purpose in CRM using AI: Detects and sets purpose ONLY in CRM

Can Automations be configured at the user level?

Not yet. Automations currently apply organization-wide, unless specified in the condition rules. User-level configurations are coming soon.

How do I disable recording for certain meetings or recurring series?

Create a rule that matches specific titles, teams, or participants, then set the action to disable recording. For recurring series, you’ll need to apply it manually to each instance until full recurring support is available.

Can I create “if not X-then Y” rules?

Currently, Automations support AND and OR logic only. Conditional or sequential logic (such as “if not X, then Y”) isn’t available yet but coming soon that will allow more advanced rule evaluation.

Do Automations affect CRM sync?

Yes. Automations set meeting purposes and outcomes that map directly to your CRM fields. Unless the Action explicitly says it doesn't – “Set Meeting Purpose using AI (Avoma only)”. Make sure CRM field mapping is configured correctly in Avoma.

How can I avoid Automations misclassifying meeting purposes and outcomes?

To avoid Automations misclassifying meeting purposes and outcomes, review your rules regularly to ensure there are no overlapping or conflicting conditions. Clear, specific Meeting Purpose descriptions also help improve accuracy, since the AI relies on this context to classify meetings correctly. Providing distinct wording and examples for each purpose reduces ambiguity and makes it easier for the model to identify the right category. 

Can Avoma distinguish between internal and external meetings with Automations?

Yes, Avoma lets you filter and automate based on meeting type. You can create Automations that apply only to external meetings or internal meetings in rule conditions.