Choose the right trigger and actions
A plain-language guide to the triggers and steps coaches use most, and how to narrow a trigger so it only fires when it should.
The builder lists dozens of triggers and actions. You'll use a handful of them most of the time. This page tells you which ones, what they do, and how to keep a trigger from firing for the wrong people.
Before you start
- Have a workflow open in the builder. See Build your first workflow.
- In the builder's left panel, Triggers lists what can start a workflow and Actions lists the steps. Both have a search box.
Triggers coaches use most
| Trigger | Starts when | Good for |
|---|---|---|
| Form Submitted | Someone submits a form | Intake follow-up, lead magnet delivery |
| Contact Created | A new contact is added | Welcome emails |
| Tag Added | A tag is added to a contact | Starting a sequence by hand (add the tag) |
| Appointment Status | A session's status changes: booked, cancelled, no-show, completed or rescheduled. Filter it to the status you care about | Branded confirmations and reminders (booked), a note after a cancellation (cancelled). The no-show filter exists, but you can't set no-show on an appointment yet, so use a "no-show" tag and Tag Added for a kind follow-up |
| Appointment Reminder Sent | A built-in reminder goes out | Logging or a follow-up task |
| Payment Received | A payment comes in | Thank-you emails, course access, tags |
| Checkout Abandoned | Someone starts checkout but doesn't pay | Cart reminders |
| Customer Replied | A contact replies to you | Stopping a sequence, alerting you |
| Call Details | A call event happens (filter by status) | Missed-call text-back |
| Survey Submitted / Quiz Submitted | Someone finishes a survey or quiz | Sending results |
| Manual Trigger | You start it yourself | One-off pushes |
Older workflows may say Appointment booked
Workflows set up before late October show their trigger as Appointment booked. They keep working. New workflows use Appointment Status filtered to booked.
Narrow a trigger so it fires for the right people
Click the trigger card on the canvas. You'll see two places to narrow it:
- Enrollment Conditions decide whether someone enters at all. Examples: Only New Contacts, Only from Forms, Specific Calendars Only, Only Paid Appointments, Only During Business Hours and Enrollment Frequency Limit.
- Filters run after someone enters. If a filter doesn't match, the workflow stops for that person and logs why.
Pick the specific form, calendar, tag or product every time. A Form Submitted trigger with no form chosen fires for every form on your site.
Payment Received: pick the product from the list
To run a workflow only for one product, choose the product in the trigger's product filter from the Flourivate list. Don't paste the Stripe product code (it starts with prod_). Checkout payments report the Flourivate product, so a Stripe code won't match and nobody enrolls. Trigger Stats then says "not in allowed list".
Actions coaches use most
| Group | Actions | Notes |
|---|---|---|
| Communication | Send Email, Send SMS, Internal Notification, Internal Email | Texts need an approved number and the contact's consent. |
| CRM Actions | Add Tag, Remove Tag, Update Contact, Update Custom Field, Add Note, Assign User | Tags are the easiest way to mark where someone is. |
| Calendar Actions | Create Appointment, Cancel Appointment, Update Appointment Status | |
| Course Actions | Grant Course Access | Turn on the option to notify the contact. |
| Deal Actions | Create Deal, Move Deal Stage | For a sales pipeline. |
| Workflow Control | Add to Workflow, Remove from Workflow, Manual Action | Manual Action pauses until a person finishes a step. |
Logic steps
| Step | What it does |
|---|---|
| Wait | Pauses for a set time (seconds to months). Waits over a minute can run up to 60 seconds late, which is normal. |
| Wait Until | Pauses until a date, such as 24 hours before the appointment starts (Relative to Date Field). |
| Condition | Splits the path: if the contact has a tag, a field value, or a phone number, do one thing, otherwise another. |
| Goal / Exit | Ends the workflow early, for example once someone books. |
| A/B Split Test | Sends half one way and half another. |
Use Use Business Timezone on wait steps so timing follows your workspace time zone.
Merge fields
Use Insert Field in a message to add personal details, or type the field yourself. Common ones: {{contact.first_name}}, {{appointment.date}}, {{appointment.time}}, {{appointment.meeting_link}} and {{appointment.manage_url}} (the reschedule link). If a contact has no value, the field comes out blank, so write messages that still read well.
Check it worked
- The trigger card on the canvas shows the trigger and the name you gave it.
- After a test, the workflow's Trigger Stats tab shows an enrollment, not a skip.
If something's off
- The workflow starts too often: set Enrollment Frequency Limit, or turn on Only New Contacts.
- People enter but stop right away: a filter didn't match. Open Trigger Stats or Enrollment History to see why.
- A workflow with no trigger never starts: that's a reusable workflow. It only runs when another workflow sends someone into it with Add to Workflow.
- More help: Find out why a workflow didn't run and Payment went through but nothing happened.