Start from a workflow template
Pick a ready-made workflow (welcome email, nurture series, reminders, no-show follow-up, review request and more), make it yours, and turn it on.
Templates give you a workflow with the trigger, waits and messages already laid out. You rewrite the messages in your voice, check the timing, and turn it on. It's the quickest way to get common follow-up running.
Before you start
- Time: 5 to 20 minutes per template, mostly writing.
- You'll need: your wording, plus any link the template asks for (a booking page, checkout page or review link).
- Templates that send texts need an approved number. See Register your business for texting.
Templates worth starting with
| Template | Where in the gallery | What it does |
|---|---|---|
| Welcome New Contact | Lead Follow-Up | One welcome email when a contact is added |
| 2-Week Lead Nurture Series | Nurture | Four emails over about two weeks for new leads |
| Lead Nurture 5-Email Series | Sales | Five emails with three or four days between them |
| Appointment Reminders | Appointments | Texts 24 hours and 2 hours before each session |
| No-Show Recovery | No-Show Recovery | A "we missed you" text after a no-show. Read the note below first |
| Review Request | Sales | Asks for a review 7 days after a deal is won |
| Re-engagement Outreach | Re-engagement | Emails anyone you tag re-engage, then removes the tag |
| Abandoned Cart Recovery | E-commerce | Two emails after someone leaves checkout |
| Missed Call Text-Back | Internal Alerts | Texts callers you missed and alerts you |
No-shows: use a tag for now
The Appointment Status trigger has a no-show filter, but you can't mark an appointment as a no-show yet (the appointment's Status only offers Confirmed, Pending and Cancelled). So a workflow waiting for a no-show won't fire. Instead, add a "no-show" tag to the client when they miss a session, and start your kind follow-up from a Tag Added trigger set to that tag. If you use the No-Show Recovery template, change its trigger to Tag Added. See See, reschedule and cancel your appointments.
Steps
- Go to Workflows and click Templates (or View All Templates next to Start with a Template). The Workflow Templates Gallery opens.
- Search or pick a category tab, then read the card: Why use this?, the setup time and any Setup required note.
- Click Use This Template. The workflow opens in the builder as a draft.
- Click the trigger card (the first one) and narrow it. For example, choose Specific Calendars Only on an appointment template, or set Only for Tags to re-engage on the re-engagement template.
- Click each message step and rewrite it. Check the From Number on text steps and the Sender Settings on email steps.
- Click each wait step and check the timing. On reminder templates, the wait should say it waits until a number of hours before
appointment.start_time. - Finish anything listed under Setup required, such as adding your checkout link to both cart emails.
- Open the Settings tab and set Allow Re-entry, Stop on Response and Time Window to suit the workflow. See Build your first workflow.
- Click Save, then switch Inactive to Active when you're ready for real clients.
Texts must follow the rules
Every text should start with your registered business name and say how to opt out, for example "Reply STOP to opt out". Only text people who gave consent. See Collect text consent and handle opt-outs. For reminder texts, Send appointment reminder texts shows how to add a consent check.
Check it worked
- The card on All Workflows shows Active and the trigger.
- Trigger it once with your own details. The workflow's Enrollment History shows you moving through the steps.
If something's off
- Can't find a template: pick All Templates and search a shorter word.
- Imported contacts got the welcome email: turn on Only New Contacts or Only from Forms on the trigger.
- Every tag starts the re-engagement email: set Only for Tags on the trigger.
- The 24-hour reminder didn't go out: the client booked less than 24 hours ahead, so that time had already passed. That's expected.
- The review request went to the wrong people: add a filter to the trigger, or only mark deals won when the work is done.
- Nothing runs at all: see Find out why a workflow didn't run.