Workflows

Enhancing Lead Engagement and Conversion Through Page Interaction Monitoring The page interaction tracking feature within the CRM offers a strategic advantage by enabling you to observe and respond to how leads engage with your website or funnel pages. This tool is particularly beneficial for identifying leads who have shown interest in specific offerings but have yet to take the next step, such as scheduling a consultation or completing a purchase. By monitoring these interactions, you can craft personalized follow-up strategies, address any uncertainties, and more effectively guide leads toward conversion. How to Set Up Page Interaction Monitoring To start leveraging the page interaction tracking feature, follow these steps: 1. Go to the automation section in your CRM and click on "Create Workflow." 2. Choose "Page" as the trigger and select "Funnel/Website Page View" under events. 3. Apply filters to specify the funnel or website and the exact pages you want to monitor. You can filter by: Specific pages of interest. Page paths, which refer to the section of the URL following your domain name. UTM parameters by entering relevant keywords. Practical Applications Understanding how to apply page interaction tracking can significantly boost your lead nurturing and conversion outcomes. Here are some practical scenarios: Service Funnel Lead Nurturing: Monitor leads who visit your scheduling page but fail to book an appointment. Incorporate a wait period followed by a conditional check to see if the lead has scheduled within a certain timeframe. If not, initiate targeted communication to address any possible questions or concerns. Engagement for Coaching Businesses: For coaching services offering multiple plans, use page interaction monitoring to identify leads interested in your services but haven't subscribed. After a waiting period, verify subscription status through tags and, if needed, add the lead to a nurturing drip campaign. E-Commerce Conversion Enhancement: This strategy can also be applied to e-commerce platforms to re-engage visitors who showed interest in certain products but didn't finalize a purchase. Proactive Customer Support: Apply page interaction tracking on your "Contact Us" page to trigger immediate follow-up calls, enabling your support team to proactively respond and surprise leads with quick assistance. Troubleshooting and Best Practices While setting up page interaction tracking is relatively simple, here are some tips and answers to common questions to ensure everything runs smoothly: Capture Lead Data First: For tracking to be effective, the lead's information must already be in the CRM, typically collected via an opt-in page. Make sure your funnels are designed to capture this data early on. Test Your Setup: Always test your workflows in incognito mode or with a new lead entry to ensure that tracking and subsequent actions are working correctly. Optimize Wait Times: Experiment with different waiting periods in your workflows to strike the right balance between giving leads enough time and engaging them while their interest is still high.

Exploring Positive Intent Triggers  Positive intent triggers are a crucial feature in CRM systems that automate actions based on positive responses from contacts. They are especially useful for following up on affirmative replies during large-scale outreach campaigns. Practical Application: Consider a scenario where you're running a database reactivation initiative. You send a bulk message to your contacts, like, "Hey, we've got something interesting! Want to know more?" When a contact replies affirmatively with responses such as "Yes," "Sure," or "Definitely," the CRM automatically follows up by sending a message encouraging them to schedule a call or click a link. How to Configure a Positive Intent Trigger Step 1: Design Your Outreach Workflow Begin by creating the initial outreach workflow, which might include sending a mass text to a group to inform them about an offer and gauge their interest. Step 2: Configure the Workflow Access the 'Workflows' section in your CRM and initiate a new workflow. Choose the 'Customer Replied' as your trigger type.  Set the communication channel to SMS. Define the intent type as "Yes," allowing the CRM's AI to recognize various affirmative responses (e.g., "Yes," "Sure," "Absolutely").  Ensure that the trigger is restricted to replies from your specific campaign. Include any additional filters relevant to your campaign's needs. Add subsequent actions, like prompting the contact to book a call or visit a website. Testing Your Positive Intent Trigger Once your trigger is configured, it's essential to test it to ensure it operates correctly: Step 1: Add Yourself to the Campaign Locate your contact information in the CRM and include yourself in the outreach campaign. This will trigger the initial message to be sent to your device. Step 2: Respond Positively Reply to the message with a positive affirmation, such as "Sure." Step 3: Confirm Follow-Up Action Check whether you’re automatically added to the follow-up workflow and if you receive the subsequent prompt encouraging further action. Troubleshooting Guide Trigger Not Activating: Verify that the reply channel and workflow settings are correctly configured. Ensure the intent type is set to match the expected positive responses. No Follow-Up Message: Confirm that the workflow has been properly saved and published. Also, check if any filters or conditions are preventing the trigger from functioning. Frequently Asked Questions (FAQs) Can I set up triggers for negative replies? Yes, you can create triggers for negative responses as well, although this guide focuses on handling positive intent.

Guide to Automatically Managing Spam and Scam Messages in Facebook Messenger via Your CRM Welcome to this detailed tutorial designed to assist you in setting up an automated system to filter and delete spam or scam messages received through Facebook Messenger using your CRM. This guide is crafted for users who manage Facebook business pages and are looking to maintain an organized inbox by removing unsolicited messages. Whether you're new to CRM tools or have some familiarity, this guide will provide step-by-step instructions for establishing an effective spam management system. Introduction to Spam Management Unwanted messages can clutter your inbox, making it challenging to focus on legitimate customer interactions. By configuring an automatic filter within your CRM, you can streamline your inbox, ensuring that only relevant communications reach you. This involves recognizing typical spam indicators, creating a workflow in your CRM, and determining the appropriate actions to handle these messages. Preparing Your Facebook Page Before you start setting up your CRM, it's important to configure your Facebook page settings to improve security and minimize spam. Access your Facebook page dashboard. Navigate to Settings, then select Messaging. Turn off Guest Mode to require users to log in before they can send messages or leave comments. For added security, consider enabling more stringent login requirements. Building a Spam Management Workflow The key to managing spam lies in creating a workflow within your CRM that can automatically detect and respond to spam messages based on predefined keywords. Step 1: Access the Workflow Feature Log into your CRM account. Switch to the sub-account associated with your Facebook business page. Go to the Workflow section, which is vital for setting up automated processes. Step 2: Create a New Workflow Opt to start from scratch to establish a new workflow. Add a trigger titled "Customer Reply" to initiate the workflow whenever a new message is received. Step 3: Configure the Workflow Trigger Ensure the trigger is set specifically for Facebook Messenger messages. Save your trigger settings to proceed. Step 4: Set Up Spam Detection Add a condition labeled "Scam Messages." Configure this condition to identify if incoming messages include certain spam-related keywords (e.g., "business opportunity," "meta support," "join now"). Enter your selected spam keywords. Step 5: Determine Actions for Spam Messages For messages flagged as spam, set the system to automatically delete the contact or block the sender. This will ensure that spam messages are promptly removed from your inbox. Problem Solving and Common Questions  Q: How can I prevent legitimate messages from being marked as spam?  A: To minimize false positives, regularly review and refine your keyword list to ensure accurate filtering. Q: Is it possible to apply this filter to other communication channels?  A: Absolutely. This workflow can be customized for use with email, chat widgets, phone calls, and Instagram DMs by adjusting the trigger settings as needed.

Step 1: Setting Up an Offer in the Membership Section To integrate your course or product with your funnel checkout, the first step is to create an offer in the membership section. Follow these steps: Access the Membership Section: Navigate to the Membership area and select Offers, then click on Create Offer. Create Your Offer: You'll see a list of all available offers. For a detailed guide on creating and customizing offers, refer to the "Membership Offers" tutorial, which includes a video walkthrough. Step 2: Choosing Between Workflow Automation and Membership Email After setting up your offer, you have two main options for linking it to your funnel checkout: using Workflow automation or the Membership Email Default. Option 1: Membership Offer Toggle Go to Payment Product Settings: Navigate to the Payments section and select Products. Select Your Product: Choose the product you wish to link. Edit Price and Activate Membership Offer: Adjust the price, and under the "Advance Options" dropdown, toggle on the "Membership Offer" option. Then, select the appropriate membership. Save Your Changes: Ensure that your changes are saved. Be sure to add or re-add the product to the funnel page containing the order form to secure the connection. Option 2: Building a Custom Workflow Creating a custom workflow provides more flexibility and control when linking your offer to the funnel checkout. Navigate to Workflows: Go to the Automations section, select Workflows, click on Create Workflow, and choose Start from Scratch. Set Up a Trigger: Choose Order Form Submission as the trigger, and specify the location and type using filters. Add an Action to Grant Membership: Select the offer you want to link. Save and Activate: Ensure all settings are saved, then publish the workflow to activate it. Double-check that the workflow isn’t left in draft mode. Troubleshooting Tips and Common Issues Offer not appearing in funnel checkout: Double-check that you’ve correctly added or re-added the product to the funnel page with the order form after making any changes. Workflow not working: Ensure that the workflow is published and not in draft mode. Also, verify that all triggers and actions are correctly configured.

Understanding the Importance of Workflow Recovery Recovering deleted workflows is crucial for maintaining seamless operations and ensuring that important processes are not permanently lost. This feature allows you to retrieve workflows that may have been accidentally deleted, enabling you to quickly resume your tasks without the need to rebuild them from scratch. By safeguarding historical data and preserving workflow settings, this function helps minimize disruptions and enhances the efficiency of your workflow management. Key Information Retained After Restoration Contact details within enrollment history and execution logs are preserved. Contacts that were in waiting steps will not be restored. The workflow will be restored with its original triggers and actions intact. Contacts that were in the workflow at the time of deletion will not be recovered. Access Permissions Only account administrators have the privilege to restore deleted workflows. Steps to Recover a Deleted Workflow Go to the Workflow Management Page From your Account Dashboard, navigate to the Workflow List Page. Access the Deleted Workflows Select the Deleted tab to view workflows that were removed within the past 30 days. Find the Workflow to Restore Browse through the deleted workflows or use the search function to locate the specific workflow you wish to recover. Restore the Workflow Once identified, click the Restore button next to the workflow and confirm your choice. The workflow will then reappear in the All Workflows section, maintaining its original configuration of triggers and actions, allowing you to continue your processes without interruption. Frequently Asked Questions Q: How long will deleted workflows remain available for recovery? A: Deleted workflows are retained in the Deleted tab for 90 days before being permanently removed. Q: Can I delete a workflow immediately after restoring it? A: No, once restored, workflows cannot be deleted again for a period of 48 hours. Q: Will the workflow be active upon restoration? A: No, restored workflows will be in Draft mode and will need to be published to become active. Troubleshooting Issue: Workflow Restoration Fails Ensure the workflow is listed in the Deleted tab. Verify that you have administrative permissions. If problems persist, try refreshing the page or reach out to support. Issue: Restored Workflow is Not in Draft Mode Double-check the Draft category to confirm the workflow’s presence. Verify that the restoration process was fully completed.

Steps to Rearrange Actions in a Workflow Reorganizing actions within your workflow is a simple task if you follow these easy steps: Open the Workflow Editor: Start by going to the Workflow Builder found under the Automation tab, then choose the workflow you intend to adjust. Identify the Action to Relocate: Find the specific action you want to move. Click on the three-dot icon (also known as the "more options" button) next to the action’s name to open a dropdown menu. Select the "Move" Option: In the dropdown menu, click on "Move." For a single action, select "Move Action." This will enable you to shift that particular action to a new spot within the workflow. Place the Action in a New Position: After choosing "Move Action," browse to where you want the action to be within the workflow. Click the "Move Here" button to finalize the new position. Save Your Modifications: Once the action is moved to the desired location, make sure to save your changes to ensure the workflow is updated. Additional Tips and Important Notes Moving Multiple Actions: If you need to relocate several actions at once, opt for "Move All Actions From Here." This choice will move the selected action along with all subsequent actions to a different section of the workflow. Considerations for If/Else Actions: When relocating an If/Else action, keep in mind that it will also move all the steps beneath it, including any branching logic (Yes and None paths). Adjust the conditions as needed to maintain the correct workflow logic. Troubleshooting and Frequently Asked Questions Accidentally moved an action? If an action ends up in the wrong place, simply repeat the steps above to move it to the correct position. Always save your modifications after each change. Is there a way to undo a move? Although there isn't a direct "undo" feature, you can manually reposition the action back to its original spot or to a new preferred location.

Best Practices for Workflow Testing Testing workflows within a CRM is an essential part of the development process. This ensures that the workflows function as intended before being deployed to your entire contact list. This guide will discuss the significance of testing and provide a basic approach to conducting an effective test. Why Testing Matters When designing workflows that include personalized elements like customer names or appointment times, it’s crucial to preview how these details will appear to the end-user. However, the 'Send Test' feature within many CRMs often fails to accurately reflect how personalized data will be displayed because it doesn't pull this information from actual contact records. Performing an Accurate Live Test To conduct a more realistic test that mirrors how your workflow will perform in a real-world scenario, you should simulate the experience by adding yourself as a contact within the workflow. The following steps will guide you through setting up a test contact and integrating it into a workflow for testing. Step-by-Step Instructions Create a Test Contact: Go to the 'Contacts' section of your CRM. Add a new contact entry with your own details, ensuring all relevant information that the workflow will use (such as your name and phone number) is included. Add Your Test Contact to a Workflow: Locate the 'Active Workflows' section in the profile of your test contact. Click 'Add' and choose the workflow you wish to test from the dropdown menu. You can start the workflow immediately by leaving the start time blank, or you can set a specific start time for the workflow to begin. Click 'Add' to officially begin the workflow for your test contact. Evaluate the Workflow: As the test contact, you will receive all communications and progress through the workflow just like any other contact. This allows you to observe how personalized data is populated and verify that all workflow triggers and actions are functioning correctly. Troubleshooting and Common Questions Common Issues: Personalized Data Not Appearing: Double-check that all necessary details are filled in within the test contact’s profile. Workflow Not Starting: Ensure that the workflow is activated. If it’s inactive, you’ll be prompted to activate it before proceeding with the test. Frequently Asked Questions: Q: Can I test a workflow without creating a test contact? A: While using the 'Send Test' feature is an option, creating a test contact offers a more accurate simulation of the live workflow. Q: How can I verify that workflow triggers are functioning? A: By using the live test method described above, you can directly observe whether the workflow's triggers and actions are executing as expected. This approach will help ensure that your workflows are thoroughly tested and ready for deployment, minimizing potential issues once they are live.

Establishing the Workflow Creating an annual communication workflow involves a series of essential steps to ensure smooth execution. Here's a detailed guide to help you through the process. Defining the Trigger: Begin by choosing an appropriate trigger for your workflow. For illustration purposes, let's select the "Contact Tag" trigger. Set the filter to "Tag Added." In this scenario, we’ll use the tag "campaign 19." This setup means the workflow will initiate when a contact is marked with the "campaign 19" tag. Pause Until January: Introduce a "Wait" action to hold the workflow until January.    Set the workflow to resume at 9 AM to ensure timely communication. Verify Membership Status: After the waiting period, incorporate a condition to check if the contact still holds the "campaign 19" tag.   If the tag remains, proceed with the communication steps down the "Yes" path. Deliver the Communication: Within the "Yes" path, set up steps to send both a text message and an email to the contact. Tailor the content of these messages to align with your communication goals.   Wait for 365 Days: Once the messages are sent, add another "Wait" step, this time for 365 days.   This ensures the workflow pauses for a full year before re-evaluating the membership status. Create a Recurring Cycle: Finally, introduce a "Go To" action at the end of the workflow. Configure this action to loop back to the initial "Wait Until January" step, allowing the workflow to repeat annually. Testing the Workflow Before activating your workflow, it's important to test it thoroughly to ensure it functions as intended. Create a test contact and apply the relevant tag to trigger the workflow manually for this test case. Utilize the CRM's testing features to simulate the workflow’s timing, ensuring it pauses, sends messages, and repeats after the designated period. Resolving Frequent Problems  Workflow Not Triggering: Double-check that the contact is properly tagged and that the tag name is spelled correctly. Messages Not Sending: Review the settings and content of your email and text message steps to ensure they are properly configured. Workflow Not Repeating: Confirm that the "Go To" action is correctly set to loop back to the "Wait Until January" step. Questions & Answers Guide  Can I personalize the message content? Absolutely, you can customize both the text and email messages to match your specific needs. What happens if a contact is no longer a member? The workflow includes a condition that checks membership status. If a contact is no longer tagged, the workflow will skip sending messages. Is it possible to run this workflow more frequently? Yes, you can modify the wait times and conditions to accommodate different frequencies, such as monthly or quarterly communications.

CRM workflows are powerful tools designed to automate your communication processes by sending messages triggered by specific actions or conditions. To ensure messages sent from a workflow are automatically marked as read, follow these steps: Access the Workflow Section: Begin by navigating to the CRM's Workflow section.  Select Your Workflow: Choose the specific workflow from which you plan to send messages.  Enable the 'Mark as Read' Option: Locate and activate the option labeled "Mark as read."  When this option is enabled, any message dispatched through the selected workflow will be automatically marked as read in your inbox. It’s important to note that if there are any unread replies from customers within the conversation, they will remain marked as unread, ensuring that important communications are not overlooked. This configuration helps maintain a tidy inbox by automatically managing the status of messages, allowing you to focus on conversations that require your immediate attention. Troubleshooting Messages Not Marking as Read: Confirm that the "Mark as read" setting is enabled within the workflow settings. If the setting is active and messages are still not marked as read, check if there are any unread responses from customers in those conversations. Frequently Asked Questions Will enabling auto-marking as read affect my response times? No, this feature only changes how messages appear in your inbox and does not influence your response metrics. Can I apply the 'Mark as Read' feature to specific messages within a workflow? At present, this feature applies universally to all messages sent from the selected workflow or campaign.

Getting Started with Facebook Lead Ads Introduction  To harness the power of CRM automation, the first crucial step is to create a Facebook lead ad. This guide will walk you through the process of setting up your Facebook ad, laying the groundwork for seamless integration with your CRM for backend automation. Step-by-Step Guide Creating Your Campaign: Access the Facebook Ads Manager, select your preferred ad account, and initiate the process by clicking on "Create." Choose "Lead Generation" as your campaign objective and proceed to define your campaign structure. Configuring Campaign Settings: Assign a clear and relevant name to your campaign. For simplicity, it's advisable to keep A/B testing and campaign budget optimization features turned off. Setting Up Your Ad Set: Within the ad set section, name your ad set, agree to the lead ads terms of service, and select "Lead Forms" as your lead capture method. Ensure you choose the correct Facebook page, allocate your budget, and define your target audience. For local businesses, it's essential to concentrate on your geographic service area. Designing Your Ad: Name your ad and decide between carousel or single image/video formats. Upload your selected media, and craft engaging primary text, headlines, and descriptions to captivate your audience. Choose a call-to-action that aligns with what your audience is seeking, such as requesting a quote or special offer. Linking Your Ad with Your CRM Introduction  After establishing your Facebook lead ad, the next critical task is to integrate it with your CRM system, enabling automated follow-up and efficient lead management. Step-by-Step Guide Connecting Your CRM Account: Log into your CRM platform, go to the settings section, and locate the integrations option. Connect your CRM account with your Facebook page to automatically import leads. Mapping Lead Form Fields: Use the CRM's field mapping feature to ensure that data from the Facebook lead forms is accurately imported into the corresponding fields within the CRM. Setting Up Automation: Develop automation workflows within the CRM to manage new leads effectively. This may involve tagging contacts, creating new opportunities, and setting up notifications for both the client and the lead. Designing an Effective CRM Automation Workflow Introduction An efficient automation workflow within your CRM can significantly boost lead management and conversion rates. Below is a template for creating a robust CRM automation process. Step-by-Step Guide Immediate Lead Response: As soon as a lead submits a form, the CRM should instantly tag the contact, create an opportunity, and trigger notifications. Lead Engagement: Set up automated email and text communications to reach out to the lead, either to gather more information or confirm their interest. Scheduling Appointments: Based on the lead's response, the CRM should facilitate appointment scheduling through automated messages. Follow-Up Strategy: If the lead doesn’t respond initially, the CRM should launch a follow-up sequence to attempt re-engagement. Common Issues and Solutions     Q: What should I do if a lead doesn't reply to the first message?         A: Ensure that your CRM is configured to send follow-up messages at predefined intervals to re-engage the lead.     Q: How can I make sure the CRM correctly maps fields from the Facebook lead form?         A: Double-check the field mapping settings within your CRM to verify that each Facebook form field is correctly aligned with the corresponding CRM field.

To gain a deeper understanding of workflows and their creation, explore the "Workflow Training" section available under the "Advanced Training" menu in the help center. Action Logs Overview The Enrollment History section within workflows offers a comprehensive log of every action taken by customers throughout the workflow. This feature is essential for verifying the functionality of your workflow and troubleshooting any issues that may arise during its execution. Workflow Title The name of the workflow is displayed prominently at the top center of the screen. You can easily rename it by clicking on the title and entering the desired name. Refreshing Data If you need to update the information in your workflow’s action logs, simply click the blue refresh icon located in the top right corner.   Filter by Date To view action logs from specific periods, use the date filter by selecting your desired timeframe from the dropdown menu.   Filter by Status You can also filter action logs by their status. Use the dropdown to select a status or use the search bar for quicker access.   Choose a Contact To quickly find a specific customer in a long list of action items, enter their name in the "Select a Contact" box on the right. Action Logs Table The Action Logs table provides a detailed list of all recorded actions taken on contacts, including: Contacts added Date of enrollment Types of actions performed Status of each contact Next execution date and time Execution log for individual contacts Save and Update After making any changes, remember to save your work. Once saved, the action's date and time will automatically update. Draft vs. Publish Action logs can be toggled between draft and publish modes. You can activate or deactivate them as needed by toggling the button.

Workflows are essential for automating repetitive tasks, which not only saves time but also reduces the likelihood of errors. These workflows can vary from straightforward tasks like sending follow-up emails to more intricate processes involving multiple triggers and actions. Comprehensive Guide to Duplicating Workflows Duplicating workflows across different subaccounts can greatly improve efficiency, particularly for organizations managing various segments or departments. Here's how to accomplish this: Access the Workflow: Begin by navigating to the workflows section within your CRM platform. Choose the Workflow to Duplicate: Identify the specific workflow you intend to replicate in another subaccount. Duplicate to Subaccount: Look for an option such as "Duplicate to a subaccount" or a similar label. This feature enables you to copy the selected workflow to another subaccount of your choice. Select the Target Subaccount: After selecting the duplication option, a list of available subaccounts will be displayed. Choose the subaccount where you want the workflow to be duplicated. For instance, if you're copying a workflow tailored for real estate operations, select the relevant subaccount. Complete and Confirm: Once you've chosen the target subaccount, submit your selection. The system may take a moment to process the duplication. Once the process is complete, you will receive a confirmation. Verify the Duplicated Workflow: To confirm the workflow has been successfully duplicated, navigate to the selected subaccount. Access the automation section to find the newly duplicated workflow, which should mirror the original and be ready for use or further customization. Practical Applications Duplicating workflows between subaccounts is useful for several reasons: Expanding Operations: Efficiently implement successful workflows across new departments or market segments within your organization. Consistency Across the Board: Maintain a uniform customer experience across different areas of your business. Streamlined Management: Save time and effort by duplicating complex workflows rather than creating them from scratch in each subaccount. Troubleshooting and Common Issues and Solutions What if the duplicated workflow isn't visible in the target subaccount? Double-check that you've selected the correct subaccount and that the process was completed. If problems continue, reaching out to CRM support may be necessary. Can the duplicated workflow be edited afterward? Yes, once duplicated, workflows can be modified to meet the specific needs of the subaccount in which they've been placed.

Initiating Workflows: To start creating a workflow, head to the automation section via the left-hand menu. Select "Workflows" and then click on the "+Create Workflows" button. You can either build a new workflow from the ground up or choose a template to streamline the setup process. Incorporating Actions: To add actions to your workflow, click on the “+” icon. From the list of actions, select the if/else condition to set up branches that respond to specific criteria. Copying Branches: Once you've set your conditions, click on the menu with three dots to access the “Duplicate Branch” option. The duplicated branch will appear alongside the original, allowing you to easily modify and customize it. Organizing and Customizing: Arrange your workflow by dragging and dropping branches into the desired order. For more efficient management, use the “Reorder Branches” icon. You can rename the “None” branch to something that better reflects its role, improving clarity and customization in your workflow. Completing Your Workflow: After duplicating, reordering, and renaming branches for better clarity, your workflow is now customized to fit your business needs and ready for deployment. Practical Scenarios and Applications: Consider a customer support workflow where inquiries are sorted by urgency. By duplicating branches for each level of urgency and arranging them by priority, you ensure that the most critical issues are handled first. Renaming the non-urgent branch to "General Inquiry" helps team members quickly understand its purpose, enhancing the efficiency of the support process. Common Issues and Solutions Q: What should I do if I can't find the option to duplicate a branch? A: Try refreshing your browser or contact support for help. Q: How many branches can I duplicate? A: There's no strict limit, but it's advisable to keep your workflows simple and manageable to ensure optimal performance.

Overview of Appointment Confirmation and Reminder Strategies Automated appointment confirmation and reminder campaigns play a crucial role in keeping clients informed about their upcoming appointments. These campaigns are designed to confirm bookings and provide timely reminders as the appointment date approaches, which can significantly reduce no-shows and ensure that clients arrive well-prepared. Steps to Create Your Campaign Accessing Calendar Configuration: Start by navigating to the 'Settings' section, then select 'Calendars.' Create a new calendar for which you want to set up confirmations and reminders. Customize your settings as needed and save your calendar. Developing a Workflow: Go to 'Automation' and click on 'Workflow.' Choose to create a new workflow from scratch, and assign a relevant name to your workflow, such as "Appointment Notifications." Setting Triggers: Search for the 'Customer Booked Appointment' trigger. Specify whether the appointment belongs to a calendar group or an individual calendar, and select the appropriate option. Composing Your Messages Confirmation Email: Draft an email that is sent immediately after a client books an appointment. Personalize the email by including specific details like the appointment date, time, and location using custom fields. Confirmation SMS: Create a brief SMS to confirm the appointment details, ensuring that it is concise yet informative. Establishing Reminder Notifications First Reminder: Insert a 'Wait' action to delay sending the first reminder until two days before the scheduled appointment. Configure the workflow to skip this reminder if the appointment time has already passed. Second Reminder: Add another 'Wait' action to trigger the second reminder one hour before the appointment. Reminder Messages: Tailor SMS messages for both reminders to ensure they are clear and provide all necessary information. Place these messages after their corresponding 'Wait' steps. Activating Your Workflow After finalizing your workflow, be sure to publish it to start the campaign. Common Issues and Solutions Q: My reminders aren't being sent. What should I check? A: Ensure that your workflow is published and that all triggers are correctly configured. Q: Is it possible to send both SMS and email reminders? A: Yes, you can configure your workflow to send reminders via both SMS and email. Q: How can I personalize reminder messages? A: Utilize custom fields within your messages to insert specific appointment details, making each communication tailored to the recipient.

Workflows are essential for managing crucial processes efficiently. They consist of a series of actions tailored to the stage of the lead within the process. Key Elements of a CRM Workflow: Triggers: Events that set a workflow in motion, such as the entry of a new lead into the system. Actions: Tasks carried out when a trigger occurs. These can range from sending emails to updating records or creating new tasks. Conditions: Rules that guide the workflow's path. For instance, a contact tagged as a "new lead" might receive a different communication series compared to a "returning customer." To initiate a new workflow, go to the “Automation” section in your CRM. Open the “Workflows” tab, where you’ll find a list of existing workflows and folders. Click the " + Create Workflow" button to start building your custom workflow. Starting Your Workflow Construction You can choose from three options to begin your workflow: Start from Scratch: This option allows you to build a workflow from the ground up, giving you full control over the triggers and actions. Import from Campaign: Select an existing campaign and integrate its steps directly into your new workflow. Use a Prebuilt Template: Utilize templates to quickly set up automated sequences tailored to your business needs. Implementing Tailored Workflows Personalizing workflows involves setting conditions that allow the CRM to take specific actions based on a customer’s past interactions. This ensures that communication is both timely and relevant, enhancing customer engagement. Example Scenario: Consider the scenario where you want to differentiate your communication for a customer scheduling an appointment for the first time versus a returning customer. The first-time customer might receive a formal introduction and your contact details, while a returning customer could get a simple confirmation message. Steps to Build a Personalized Workflow: 1. Identify the Trigger: Determine the event that will start the workflow, such as a customer booking an appointment. 2. Set Conditions: Use conditions to segment customers based on their history, such as checking if the customer has a "first appointment" tag. 3. Configure Actions: Depending on the conditions, set up different actions, like sending a formal introduction to first-time customers and a confirmation message to returning customers. 4. Save and Publish: Finalize and save your workflow to ensure that all changes are properly implemented. 5. Test and Refine: Regularly test your workflows to ensure they are functioning as intended, and make adjustments based on performance data and feedback. To manage various objectives, you may want to create multiple interconnected workflows. Organizing Workflows with Folders Creating folders can greatly assist in organizing your workflows, especially when you need to move leads from one stage to another. Setting up a folder is straightforward—just click the New Folder button at the top right of your screen. Folders allow you to group related workflows, making it easier to manage processes that involve moving leads through different stages. Naming a Folder After clicking the button, a popup will appear where you can name your new folder. Once named, click save to create the folder. Folder Details Click on a folder to view the details of the workflows it contains. You’ll see: Workflow Names Status Total Enrolled Leads Active Enrolled Leads Last Updated Date and Time Created Date and Time Actions You Can Perform The actions dropdown beside each workflow offers several options: Edit Workflow: Access the workflow builder to make changes. Rename Workflow: Modify the name of the workflow. Open in New Tab: Open the workflow in a new window. Draft/Publish Workflow: Toggle between draft and published modes. Move to Folder: Move the workflow to a different folder. Duplicate Workflow: Clone the workflow for reuse. Delete Workflow: Remove the workflow permanently. Troubleshooting Tips Workflow Not Triggering: Ensure that the initial trigger is correctly configured and that no conflicting conditions exist. Incorrect Messaging: Double-check your conditions and actions to verify that the correct messages are being sent to the appropriate segments. Common Issues and Solutions Can I use workflows for tasks other than appointments? Yes, workflows are versatile and can be used for a wide range of processes, including lead nurturing, customer onboarding, and service reminders. How can I measure the effectiveness of my workflow? Monitor metrics like open rates, click-through rates, and conversions to assess your workflow’s performance. Can workflows integrate with other tools? Absolutely! The CRM integrates with various tools, enabling seamless automation across different platforms.

Welcome to our comprehensive guide on enhancing your customers' journey post-purchase! Whether you're managing a business, involved in marketing, or part of a sales team, this guide is tailored for you. We'll walk you through using our CRM system to automatically maintain contact with customers after they make a purchase. You’ll learn to create a workflow that seamlessly handles tasks like sending confirmation messages, gathering feedback, and more, without manual intervention. Are you curious about how to create an effective workflow that ensures your customers feel valued after their purchase? Or perhaps you're interested in understanding how to test your setup to ensure it functions flawlessly. This guide has you covered. We’ll take you through each step—from the initial creation of a workflow to specifying actions that trigger upon a purchase, and keeping the communication going with your customers post-purchase. Plus, we’ll share some troubleshooting advice in case you encounter any issues. Prepare to transform your customers’ post-purchase experience, making it smooth and engaging, and encouraging repeat business. Let's get started! Crafting Your Workflow Introduction Creating a successful workflow starts with a clear understanding of the actions you want to trigger after a customer makes a purchase. This section will guide you through initiating a new workflow, adjusting settings, and naming your workflow for easy identification. Step-by-Step Guide Access the Automation Section: Begin by navigating to the automation section from the left sidebar and selecting the option to create a new workflow. Choose Your Workflow Approach: You can either select a pre-designed template or start fresh. In this guide, we’ll start from scratch. Adjust Workflow Settings: Consider enabling the option for multiple entries if your product is something customers might purchase more than once. Name Your Workflow: Assign a clear and descriptive name to your workflow for easy reference. Setting Up Workflow Triggers and Actions Introduction Once your workflow is set up, the next step is to define what triggers it and what actions follow. This section will guide you through setting up a trigger based on an order form submission and outline various actions you can incorporate into your workflow. Step-by-Step Guide 1 Add a Workflow Trigger: Start by adding a new trigger, selecting 'order form submission'. Filter this by the specific funnel or website containing the form. 2. Set Up Notifications: The first action can be an internal notification to alert you of the purchase. Choose your preferred notification method, such as email, and consider using a pre-made template for efficiency. 3. Tag the Contact: Add a tag that identifies the product purchased, ensuring you can segment customers based on their purchase history. 4. Further Customer Engagement: Consider adding the customer to a sales pipeline by using the 'create or update opportunity' action, which allows for continued engagement and follow-up. Enhancing Customer Interaction Post-Purchase Introduction Engaging customers after their purchase is key to building lasting relationships and encouraging repeat business. This section suggests various ways to communicate with your customers, from sending confirmation messages to requesting reviews. Step-by-Step Guide 1. Send a Confirmation Email: Send a confirmation email to the customer, either by using a pre-made template or crafting a new one. 2. Follow Up with a Text Message: After a brief wait, follow up with a confirmation text message to ensure your customer feels acknowledged. 3. Schedule Additional Communication: Consider scheduling further follow-up emails or sending a review request to gather valuable customer feedback. Testing and Launching Your Workflow Introduction Before your workflow goes live, it's essential to test it thoroughly to ensure it performs as expected. This section provides tips for testing and finalizing your workflow. Step-by-Step Guide 1. Test the Workflow: Simulate a purchase through your funnel using the order form and monitor the process to ensure all steps are executed as planned. 2. Publish Your Workflow: Once you’re satisfied with the workflow’s performance, publish it and save your changes to make it live. Troubleshooting and FAQs What if the workflow doesn’t trigger after a purchase? Ensure the trigger is set up correctly and that the funnel or website filter corresponds with the purchase location. Can I configure multiple types of notifications? Yes, you can set up various notifications, such as emails and text messages, within the same workflow. Conclusion Thank you for exploring our guide on optimizing your customers' post-purchase experience. We've shown you how to set up an automated system that takes care of essential tasks after a sale, such as sending thank-you messages, checking in on customer satisfaction, and requesting feedback. By following the steps outlined in this guide, you'll be well-equipped to enhance your customer relationships and foster loyalty. Here's to creating an exceptional experience for your customers, ensuring they keep coming back for more!

Integrating WhatsApp with Your CRM To start automating WhatsApp messaging, the first essential step is to properly integrate WhatsApp with your CRM system. Follow these steps to ensure a smooth setup: Access the settings menu within your CRM account. Locate and select the WhatsApp integration option. Connect your WhatsApp account to your Facebook Business account and the phone number provided through your CRM. Follow the instructions to complete the integration process. The setup is designed to be user-friendly, with minimal technical expertise required. Designing WhatsApp Message Templates Message templates are pre-configured messages that you can use to communicate with your contacts efficiently. To design a new WhatsApp template, follow these steps: 1. Open the WhatsApp settings section. 2. Click on the "Create Template" button. 3. Assign a name to your template and choose an appropriate category (e.g., Promotional). 4. Select the language for your template. 5. Customize your template by adding a header, body text, and footer. You can also include dynamic elements, such as the recipient's name, to personalize the message. 6. Preview your template on the right side of the screen to see how it will appear to recipients. 7. Once satisfied, click "Create" to save your new template. These templates can be fully customized with various elements, offering flexibility to tailor your messages to your audience. Setting Up WhatsApp Automations Automations allow you to send WhatsApp messages automatically based on specific triggers. Here’s how you can create a basic WhatsApp automation: 1. Go to the automation section in your CRM. 2. Start a new automation and choose WhatsApp as the trigger (e.g., when a customer replies). 3. Define the conditions for the trigger (e.g., the reply comes through WhatsApp). 4. Add actions to your automation, such as tagging the contact to indicate they are active on WhatsApp. 5. You can insert a delay (e.g., 30 seconds) to make your automated response feel more natural. 6. Choose to send a WhatsApp message, either by selecting a pre-designed template or crafting a new message with custom variables. 7. Finally, save and activate your automation. These automations are highly customizable, allowing you to design workflows that align with your communication strategy. Common Troubleshooting Tips and FAQs Why aren’t my WhatsApp messages being sent? Double-check that your WhatsApp integration is set up correctly and that your internet connection is stable. Also, ensure that the phone number linked to your account is verified and active. Can I use custom variables throughout the template? Yes, custom variables can be applied in the header, body, and footer of your templates to personalize your messages. Is there a limit to how many templates I can create? There is no limit to the number of templates you can create, but organizing them effectively will help you manage them more easily. These templates can be fully customized with various elements, offering flexibility to tailor your messages to your audience. Setting Up WhatsApp Automations Automations allow you to send WhatsApp messages automatically based on specific triggers. Here’s how you can create a basic WhatsApp automation: Go to the automation section in your CRM. Start a new automation and choose WhatsApp as the trigger (e.g., when a customer replies).

Understanding the Process To effectively automate phone connections between your team members and leads, it’s important to first understand the underlying process. Below is an overview of the steps involved: 1. Lead Submission: A potential client fills out a form, entering their details like name, email, and phone number. 2. Workflow Activation: Upon form submission, the Customer Relationship Management (CRM) system triggers a pre-configured workflow. 3. Initiating the Call: As part of this workflow, a call is automatically set up to connect your team with the lead. Configuring the Automated Call Setting up the call is central to this automation. Here’s a guide on how to configure it: Call Setup: Within the workflow, choose the call action step where you will specify the parameters for the phone call. Whisper Message: Create a whisper message that will be played to your team member before connecting the call. This message usually provides context about the lead, such as their source (e.g., "This is a lead from [Your Agency Name]"). Call Acceptance: Configure the system to require a specific key press from your team member to accept the call. This ensures the call is accepted intentionally before proceeding. Connecting the Call: After acceptance, the system automatically dials the lead’s number, connecting your team member with the lead. Example Scenario To demonstrate, imagine a prospective client fills out a contact form on a dentist's website. Here’s how the system would handle this: The client’s submission triggers the workflow, initiating a call to the dentist. The dentist answers, hears a whisper message providing context, and presses the designated key to accept the lead. The CRM then dials the client’s number, connecting them directly to the dentist. Troubleshooting and FAQs Spam Risk Alerts: If your calls are being flagged as spam, try using a more familiar number or inform the leads in advance about the call they should expect. Issues with Call Acceptance: Ensure that the acceptance prompt is clear and that your team members are aware of the key to press. Frequently Asked Questions: Can the whisper message be customized? Yes, you can fully customize the whisper message to suit your needs. What if the lead doesn’t answer? You can set the workflow to either attempt the call again after a specific interval or leave a voicemail.

Before you can efficiently manage appointments, it’s important to grasp the concepts of opportunities and pipelines within your CRM. Opportunities signify potential revenue or client conversions, while pipelines help you structure these opportunities across different stages in your sales or service workflow. Setting Up an Appointment Pipeline 1. Access the Opportunities Section: This is your hub for managing various interaction stages with your leads. 2. Create a New Pipeline: Assign a relevant name, such as “Appointment Pipeline.” 3. Establish Stages: Define stages like “Confirmed,” “Canceled,” and “No Show” to monitor the progress of each appointment. Automating the Management of Confirmed Appointments Automations are key to effectively handling confirmed appointments. 1. Create a Workflow: Title it “Appointment Confirmed.” 2. Select a Trigger: Choose “Customer Booked Appointment” within the appropriate calendar group. 3. Add an Action: Configure the action to create or update an opportunity in the “Confirmed” stage of your Appointment Pipeline. Handling Cancellations and No-Shows Due to the CRM’s inability to detect no-shows automatically, both automation and manual processes are necessary. Managing Cancellations: 1. Create a Workflow: Name it “Appointment Canceled.” 2. Set a Trigger: Activate it when an appointment status changes to canceled. 3. Action: Move the opportunity to the “Canceled” stage. Managing No-Shows: 1. Manual Update: Since no-shows aren’t automatically detected, manually move the opportunity to the “No Show” stage. 2. Follow-Up Actions: Consider adding follow-up tasks in your workflow, such as sending reminder emails or texts to reschedule. Practical Example: Handling an Appointment Here’s how to manage an appointment from booking to completion: Booking an Appointment: When a lead books an appointment, the “Appointment Confirmed” workflow triggers, automatically categorizing the lead under the “Confirmed” stage. Managing Cancellations or No-Shows: If the lead cancels or fails to show up, you’ll need to update the opportunity to the appropriate stage. Note that marking an appointment as a no-show requires a manual update. Troubleshooting and FAQs What to do if an appointment doesn’t move to the confirmed stage? Verify the automation trigger settings to ensure it’s correctly set to recognize the booking action. How to manually mark an appointment as a no-show? Go to the lead’s appointment details and change the status to “No Show.” 1. 

Boosting Sales Through Automated Social Media Engagement Engaging with customers on social media is a powerful way to drive sales, especially when the interaction happens organically. However, constantly monitoring and responding to comments on Facebook and Instagram can be time-consuming. That's where automation comes in. With automation, you can ensure you never miss an opportunity to engage with potential customers. Before diving in, make sure your Facebook account is connected and your Instagram icon is highlighted, indicating integration. If you need assistance with these setups, refer to our guides for step-by-step instructions. To get started, use the “Comment(s) On A Post” trigger, which is available for both Facebook and Instagram. Begin by selecting the appropriate page and choosing the type of post you'd like to track. You can choose between tracking all published posts or specify a custom post using the Meta URL or ID. Next, pick the specific post you want to monitor. You can click the hyperlink to view the post directly on Facebook or Instagram. After selecting the post, click "Add filters" to narrow down the types of comments you want to target. You have two filtering options: "Contains Phrase" and "Exact Match." The "Contains Phrase" filter will trigger the automation if the comment includes the specified phrase anywhere in the message. The "Exact Match" filter will only trigger if the comment text exactly matches what you've entered. You can also opt to track only the first comment on a post by enabling the "Track First Level Comment Only" toggle, ensuring that the automation is triggered only by the initial comment and not by any responses. When someone interacts with your page for the first time, their first and last name will be saved as a contact, allowing you to continue the conversation using various actions from the Communications category. One of the key actions available is the Interactive Messenger, which lets you send a Messenger message to anyone who has interacted with your Facebook or Instagram page within the last 24 hours. Start by selecting the Reply Type. You can choose “Reply to comment via DM” to respond to comments on a post or “Reply to DM” to respond to direct messages. If you plan to continue the conversation within the workflow, any subsequent messages after the first "Reply to comment via DM" will be handled as a "Reply to DM." Once you've selected the Reply Type, it's time to craft your message. You can either compose a new message or select one from your existing templates. You also have the option to attach files by selecting an attachment from your drive or entering a URL. Adding buttons to your messages can further enhance engagement. You can set up buttons that direct the recipient to your website, schedule an appointment, provide a phone number for calls, or trigger another action within the workflow. The button labels will appear as options for the customer, and the wait step allows the system to pause for a customer response before proceeding with the default action. After adding a button, you'll see separate branches for each button and a Default branch, allowing you to define the next steps. ? Note: If you use the "Call Number" button, no further actions can be added under it; the contact will be routed to the Default branch. Another useful action for maintaining engagement is “Respond on comment,” which allows you to reply directly to comments on a post. You can program multiple responses, and the system will randomly select one to use. There's also an option to like the comment as part of the automation. Finally, you can send a direct Messenger or Instagram DM, but keep in mind that this action must occur within 24 hours of the initial interaction to be effective. In this section, you can choose from your templates or create a custom message. Attach any necessary files by uploading them from your drive or by adding their URLs. Now that you understand how to automate responses on Facebook and Instagram, you're equipped to enhance customer engagement, boost brand visibility, and ultimately, increase sales!

Review Your Calendar The initial step in setting up a calendar workflow involves ensuring you have an existing calendar to integrate with your workflow. From the dashboard, navigate to "Calendars" and then to "Calendar Settings." Here, either create the required calendar or confirm the name of the calendar you plan to use. Once confirmed, click "Go Back" on the left menu to return to the main menu and select "Automation." Building the Workflow On the Automations page, click "Create Workflow" located in the upper right corner. You can either select from an existing campaign or start fresh with "Start from Scratch." Personally, I prefer to start from scratch to have full control over the workflow's construction. After making your selection, click the "Create New Workflow" button to begin. The first task in creating any workflow is to rename and save it. Next, choose a trigger for your workflow. For this example, select "Appointment" as the trigger, and apply filters like "In Calendar" and "Appointment Status is" to ensure the workflow activates only for new appointments on your selected calendar. Adding Key Features Once your workflow is created, named, and the trigger is set, it’s time to add functionalities. Here are a few best practices: Assign the Workflow to a User: This simplifies future tasks, such as filling out the "from" sections of email forms and affects how other workflow components operate. Rename the step to indicate the assigned user. Add a System Tag (if needed): Use an appropriate tag and include it in the step's name to quickly identify its purpose without needing to open it. Send an Internal Notification: Notify the assigned user (this is why the workflow was assigned to a user first) about the new appointment on their calendar. Finalizing the Workflow Congratulations on reaching this stage! There are just a few more steps to complete. Send a Confirmation SMS: Inform the contact that their appointment is confirmed by selecting "Send SMS," typing out your message, and saving it. Add a descriptive label like "To Contact" to the step’s name. Insert a One-Minute Pause: Place a one-minute delay after the SMS step to prevent any issues with sending the SMS and email simultaneously. Label this step with " - One Minute." Send a Confirmation Email: Select "Send Email," and label the step with " - Confirmation email to contact." Fill out the subject line and body of the email as needed, then save the step. And there you have it—a basic appointment workflow that you can expand upon to meet more complex needs. Final Thoughts Remember to give each step a clear and descriptive name. While simple workflows are easy to follow, more complex ones will benefit from well-labeled steps, saving you time and reducing confusion. Assigning workflows to specific users can also streamline processes, such as sending emails and internal notifications. Finally, giving your workflow a meaningful name will help you manage multiple workflows efficiently, especially as your collection grows.

Overview of Workflow Loop Prevention In certain workflow scenarios, there's a potential risk of creating unintentional loops, where processes repeatedly trigger each other in a never-ending cycle. Such loops can severely degrade the performance of Gold Star Pro and cause significant operational issues. Fortunately, we have developed a feature designed to prevent these situations. Our system includes a safeguard called "Loop Prevention" within workflows, which is specifically crafted to detect and stop these unwanted loops before they can cause any damage. How Loop Prevention Works If a Campaign, Trigger, or Workflow attempts to initiate or perform actions for the same contact 50 times within a 30-minute window, the system will automatically activate the "Loop Prevention" feature. Here’s how it works: Imagine a scenario where the same contact is being repeatedly added to a Campaign or Workflow, reaching a total of 50 instances within 29 minutes. At this point, the Loop Prevention mechanism is triggered, and an error notification will appear at the top of your screen to alert you to the issue. If you encounter this notification, there’s no need for concern. Simply reach out to our Support team. We will thoroughly review your Campaign, Trigger, or Workflow to identify and resolve the loop, ensuring that your workflow can proceed without further interruptions. While loops can present challenges, our Loop Prevention feature ensures that you're well-protected. For more insights on related topics, we recommend checking out our article on "Handling Race Conditions in Workflows."

Workflow Settings Overview The Workflow Settings section provides tools to manage communication, contacts, and the sequencing of actions within a workflow. When setting up workflows, it’s essential to review the settings to ensure that communications are dispatched at the intended times. For further insights on creating and optimizing workflows, visit the "Workflow Training" section under the "Advanced Training" menu in the help center. Managing Contact Entries Workflows triggered by appointments can handle multiple entries from the same contact, even if the "Allow multiple" option is disabled. Re-Entry Permission This setting controls whether a contact can re-enter a workflow after completing or exiting it. Enabling "Re-Entry Permission" allows contacts to re-enter a workflow if they are no longer active. Contacts cannot re-enter if they are currently enrolled. However, workflows triggered by appointments or invoices will permit multiple entries, regardless of the re-entry settings. This setting is often misunderstood; it only permits re-entry for contacts that have completed or been removed from the workflow, not those currently active. Ending Workflows on Contact Response The "Stop on Response" option ends a workflow for a contact if they respond to any message generated by that workflow, allowing for dynamic contact management. Communication Management Timezone Configuration Within the Workflow Settings, you can choose whether actions are based on the Account Timezone or the Contact Timezone. Account Timezone: Actions such as "Wait" steps and Time Window executions are processed according to the account's timezone. This setting is ideal for events scheduled according to your business’s local time, ensuring timely communications. Contact Timezone: Actions are adjusted according to each contact’s timezone, which is particularly useful for campaigns targeting a global audience. If a contact’s timezone is not specified, the account timezone is used by default. Time Window Settings The Time Window feature allows you to control when actions within a workflow are executed. Specific Time: Limits actions to occur within a designated time frame. If the current time does not fall within this window, the action will be delayed until the next appropriate window. If the Specific Time option is disabled, actions can be triggered at any time. Sender Information Customization The platform allows you to specify default sender details, such as the "From Name" and "From Email" addresses. These can be customized in each email action within a workflow, overriding the default settings as needed.   Conversation Management Options The "Mark as Read" feature in Conversation Management determines whether automated messages sent from a workflow are marked as read in the conversation tab. By default, these messages appear as unread, but enabling this setting automatically marks them as read, helping to keep your conversation tab organized. Workflow Activation The "Draft vs. Publish" feature allows you to toggle the status of a workflow. Switching the workflow to "Publish" makes it live, while toggling it to "Draft" keeps it inactive. Saving Workflow Changes After making any adjustments to a workflow, use the Save icon to secure your changes. This step ensures that the workflow is updated and only deployed when ready. Tracking Workflow Updates After saving, the platform shows the creation and last update dates for each workflow. This feature is helpful for maintaining a record of your workflow modifications, ensuring they remain current and effective.

Navigating to Automation Settings: Begin by heading to the CRM dashboard. From the left-hand menu, select "Automation." You can either start a new workflow or edit an existing one. Adding a Trigger: To add a new rule, click on the "+ Add New Trigger" button at the top of the workflow screen. Configuring the Trigger Selecting a Trigger Event: Choose "Contact" from the options and then select "Contact Created" as the trigger event. This will activate the rule whenever a new lead is added to the CRM. If you need to target specific leads with tags, use the "Define Filters" option. Select "Has Tag" and pick the desired tag (e.g., Campaign 19). Once everything is set, save your trigger. Setting Up an Action: Underneath the trigger, click the "+" icon to add a new action. You can choose to send an email, SMS, or a system alert. Look for the "Send Internal Notification" action and pick your preferred channel. Configuring Notifications: Email Alerts: From: Enter the email address from which you want the notification to be sent. To: Specify the recipient's email address. You can include multiple addresses by separating them with commas. Subject and Message: Customize your notification message. Use dynamic fields to insert specific details about the lead, like their name, email, and phone number. SMS Alerts: To: Input the recipient's phone number. Like email, multiple numbers can be separated by commas. Message: Draft your message using dynamic fields to personalize the content. Enabling the Workflow After setting up triggers and actions, switch the status from "Draft" to "Publish" at the top of the page. The workflow will then be active, sending out notifications as configured. Troubleshooting Common Issues Notifications Not Being Sent: Confirm that the workflow has been published and the correct trigger is chosen. Ensure all email addresses and phone numbers are correctly entered. Custom Values Not Displaying Properly: Check the syntax of the dynamic fields used. Incorrect syntax can cause the values to not appear as expected.

Introduction This guide serves as a crucial resource for SaaS agency owners and business professionals aiming to enhance lead generation and conversion strategies using CRM automation. By strategically integrating trigger links and custom values into your CRM workflows, you can streamline marketing efforts, optimize engagement, and increase overall conversion rates. This manual provides a step-by-step approach to building robust automations, real-world examples, and troubleshooting advice to help you fully exploit the potential of CRM technology. Building Efficient Automations with Trigger Links and Custom Values Overview CRM automation empowers businesses to execute specific actions automatically when predefined conditions are met, such as a user clicking a link. The synergy between trigger links and custom values enables the creation of tailored, efficient workflows that can enhance user experience, save time, and drive higher conversion rates. Detailed Steps Setting Up Custom Values: Custom values act as dynamic placeholders within your CRM, which are populated with specific data during the automation process. These are vital for personalizing communications, including emails and SMS messages. To configure custom values, access the settings in your CRM. Define the custom values to represent the specific data points you wish to automate, such as URLs leading to order forms, landing pages, or appointment scheduling pages. Creating Trigger Links: Trigger links are specialized URLs that activate specific automation sequences when clicked. These links are instrumental in tracking user interactions and ensuring timely follow-ups. To create a trigger link, navigate to the marketing tools within your CRM and select the trigger link option. Generate a new link, giving it a descriptive name that corresponds to the action or page it represents. Integrate the appropriate custom value into the URL for dynamic personalization. Implementing Automation: Deploy trigger links within your marketing campaigns, such as in emails or SMS messages. When a user clicks on the link, the CRM logs this interaction and initiates the corresponding automation. Design a workflow that begins with the trigger of a link click. Incorporate conditions to evaluate whether the intended action, like completing a form, has occurred. If the action is incomplete, the workflow can trigger follow-up communications or alert your team to intervene. Practical Applications and Use Cases Lead Nurturing: If a prospect clicks on a link to an order page but fails to complete the purchase, the CRM can automatically send a reminder or promotional offer to encourage completion. Qualification Processes: For services that require qualification, such as eligibility checks, automations can follow up with leads who interacted with a survey link but did not submit the necessary information. Troubleshooting and Common Issues Custom Values Not Populating Correctly: Double-check that your custom values are accurately configured and properly referenced within your trigger links and automations. Testing different scenarios can help identify and resolve issues. Automation Not Initiating: Ensure that your trigger link is correctly embedded within your communications and that the associated workflow is set up and active within the CRM.

Why Integrate Live Chat with Your CRM? Incorporating live chat into your customer relationship management (CRM) system offers significant benefits: Immediate Engagement: By setting up live chat within your CRM, you can instantly respond to customer inquiries, ensuring timely interactions and increasing the chances of customer satisfaction. Streamlined Communication: Live chat enables your team to manage conversations efficiently, providing quick answers to customer questions and enhancing their overall experience. Automated Processes: By automating live chat functions within your CRM, you can maintain seamless customer interactions without constant manual intervention, making your operations smoother and more effective. Step-by-Step: Creating Live Chat Automations To leverage live chat in your CRM, follow these steps: 1. Start Automation Setup: From your dashboard, head to the automation section. Select 'Workflows' and click on '+ New Workflow' to begin. You can either create a new workflow from scratch or use a pre-designed template. 2. Set a Trigger: Choose "Customer Response" from the available triggers to start the workflow when a customer interacts with your system. 3. Set a Trigger: Choose "Customer Response" from the available triggers to start the workflow when a customer interacts with your system. 4. Define Actions: Add an action to "Send a Live Chat Message" within the workflow. This will allow you to send a customized message directly to the customer through live chat. 5. Craft Your Message: Write the message you want to send via live chat, and ensure it aligns with the tone and information you want to convey. Save your changes. Real-World Use Cases For instance, if a customer asks about the status of an order through live chat, the system can automatically provide them with an update or direct them to tracking information. This automation not only saves time but also improves the customer experience by providing instant, accurate responses. Troubleshooting and Common Questions Q: What should I do if the live chat message isn’t being sent? A: Double-check the action setup to ensure the "Send Live Chat Message" is properly configured, and verify that no filters are interfering with the process. Q: Is it possible to customize live chat responses? A: Yes, you can tailor the responses using the CRM’s customer data fields to create a more personalized interaction with each customer.

Configuring Payment Acknowledgment Workflows Initiating a New Workflow Begin by setting up a new workflow from scratch or by choosing a pre-existing template. Trigger Setup: Establish a trigger to ensure new members are automatically added to your community when a payment is completed. To do this, create a new workflow trigger, navigate to the "Payments" section, and select "Payment Received" as your trigger. Apply filters to indicate the specific product linked to this trigger. For instance, you might choose "Global Product" and then select a specific product like "Stock Trading Discord." Filtering for Successful Payments: Add a filter for "Payment Status" and set it to "Success." This filter ensures the workflow is activated only for successful transactions. Remember to save your trigger. Action Step - Grant Access to Group: Scroll through the actions and select "Grant Group Access." Choose the appropriate group from the list to grant access to the newly paying members. Sending a Welcome Email: Optionally, include an action to send a welcome email, introducing new members to the group and providing them with essential information. Handling Membership Revocation The following steps outline how to manage situations where a member's subscription is canceled or their payment fails. Adjusting Trigger for Unsuccessful Payments: Modify the "Payment Status" filter in your trigger to "Failed" to focus on unsuccessful transactions. Action Step - Revoke Group Access: Replace the "Grant Group Access" action with "Revoke Group Access" to remove members whose payments did not process successfully. Utilizing Access Grant as an Additional Trigger Finally, consider how to further engage new members by using access grants as triggers for additional actions. New Trigger - Group Access Granted: Use the "Group Access Granted" trigger and apply a filter to specify your group. Action Step - Apply a Tag: Add an action to tag new members, for example, with "Group Member." This helps you manage and identify members within your CRM. You can either create a new tag or select an existing one from the dropdown list. Additional Engagement Actions: Consider adding actions to send text messages or emails to new members, encouraging them to engage more actively with the community or explore additional offerings. Troubleshooting and FAQs What should I do if a member's payment status changes to successful after being revoked?  You can create an additional workflow that re-grants access when the payment status changes back to successful. Is it possible to customize the welcome email?  Yes, you can fully customize the welcome email within the CRM, allowing you to tailor the content to match your community's style and brand.

Explore the comprehensive guide on constructing workflows by visiting the "Workflow Training" section located under the "Advanced Training" in our help center. Workflow Summary The Workflow Summary tab provides an overview of where each customer stands in the workflow process. This is your go-to section for monitoring individual customer progress or reviewing the statuses of customers who have completed the workflow.   Refresh Data At any moment, you can update the information displayed by clicking the refresh icon located at the top right corner of the table.  Date Range Filter Need to focus on data from a specific timeframe? Use the date range filter to select the period you wish to view. The table will automatically update with the relevant information. Action Filter To narrow down your view by specific actions taken in the workflow, use the action filter dropdown. Choose the action of interest, and the display will adjust accordingly. Status Filter If you are searching for a particular workflow status, utilize the status filter dropdown to select and view the relevant data. Contact Search For easier navigation through extensive logs, use the contact search option to quickly find the exact entry you need by searching for the contact’s name. Workflow Status Table This table offers a detailed view of all workflow activities, capturing essential information such as: Contacts involved in the workflow. Actions taken within the workflow. Current status of the workflow. Execution timestamps indicating when contacts were added. Detailed View Options For a more in-depth examination, you can access the execution log, which lists all actions performed on a particular contact. Additionally, the contact history provides a chronological account of interactions. Saving Changes After making any edits to a workflow status, be sure to save your changes. Upon saving, the table will display the updated date and time. Draft vs. Published Logs You can manage the visibility of action logs by toggling between draft and published states. This feature allows you to control when and how logs are made public or kept in draft form.

Setting up a workflow tied to user assignments can be done with a few straightforward steps. Here’s how to get started: Initiate a New Workflow Head over to the workflow section of your CRM, then choose the option to start a new workflow. Define the Workflow Trigger For the trigger, select 'contact updated.' Next, apply the filter 'assigned user changed.' This setup ensures the workflow activates whenever a contact gets assigned to a different user. Ensure a User Assignment Workflow is in Place It's crucial to have an existing workflow that handles assigning users to contacts. Typically, this would trigger when a new contact is added and includes an action to allocate the contact to a user. To prevent unnecessary reassignments, it's best to restrict this workflow to contacts that are currently unassigned. Creating Actions Based on User Assignment With your workflow set to trigger when a user is assigned, you can now build specific actions depending on the user the contact is assigned to: Add Conditional Logic Click the '+' icon to insert a new action, and choose 'If/Else' from the internal tools. Configure the condition to check if the 'assigned user includes [specific user].' This allows you to create a branch for actions tailored to that particular user. Implement Actions for Each User In the 'Yes' branch under your If/Else condition, add the specific actions you want to occur for contacts assigned to the user in question. Repeat the If/Else logic for each user on your team, tailoring the actions as needed. Activate Your Workflow After setting all conditions and actions, make sure to publish your workflow to activate it. Best Practices and Recommendations Re-Entry Settings: In most cases, you won’t need to allow re-entry for this workflow since users are usually assigned to contacts once. This approach keeps the process efficient. Customization: Adjust the actions within each user's branch according to their role or the type of contacts they manage. Options include sending personalized messages, setting tasks, or starting follow-up processes. Troubleshooting and Common Questions What happens if a contact is reassigned? If contact reassignments are frequent, consider enabling re-entry in your CRM’s settings to handle updates accordingly. Can this workflow support team-based actions? Yes, you can group users in your conditions to create branches for teams, enabling more comprehensive actions based on team assignments.

For a comprehensive guide on constructing workflows, head over to the "Workflow Training" section found in the "Advanced Training" area of the help center. Automating Tasks with Workflow Builder The Workflow Builder tool enables you to set up automated processes that are activated by specific triggers. The key to effective automation is selecting the right actions based on your intended goals or procedures. Once you’ve mapped out the necessary steps to achieve your objectives, you can effortlessly deploy these workflows with a simple click. Naming Your Workflow At the top of the workflow interface, you'll find the workflow's name, which can be customized to reflect its purpose. For instance, if the workflow is designed to send a follow-up message after a missed call, you might label it “Missed Call Follow-Up.” Adjust Workflow Name Here Modify the name of your workflow to align with its function. Switching Between Draft and Published Modes When setting up a workflow, you can choose to keep it in draft mode or switch to published mode. This can be easily managed using the toggle button located in the top right corner. By toggling the switch, you can instantly activate or deactivate the workflow as needed. Save Your Workflow After configuring your workflow, ensure you save your changes by clicking the Save button in the top right corner. This action will timestamp your edits, creating a reliable log of all modifications, so nothing is lost. Zoom Functionality Use the zoom feature to get a closer or broader view of your workflow by clicking the appropriate icon. Testing Your Workflow Before finalizing your workflow, it’s a good idea to run a test to ensure everything works as expected. Click the Test Workflow button at the top right, then choose a contact to simulate the workflow process. Choose Contact for Testing Select the contact you want to use for the workflow test. Monitoring Workflow Performance Once your workflow is live, you can track its effectiveness by switching to the Stats view.  This view provides detailed data on each action performed by your workflow over the past 30 days.   For more extensive data, click on specific action stats to view a larger date range and deeper insights. This will open a more in-depth list of stats and let you switch the date range to your preference.