Workflows are reminders, follow-ups and to-dos that run themselves. Each automation is set off by something that happens to a client (a booking, a checkout, a birthday coming up) and walks them down a board of cards: wait, check something, send a text or an email, add a to-do for the team, add a tag. A message only goes to someone who has said yes to that kind of message on their record.
The ready-made ones
- Open Workflows and choose Automations.
- Under Ready-made, add any of these. Each is on as soon as you add it:
- Appointment reminder: a text the day before, so fewer people forget.
- Booking confirmation: confirms the day and time as soon as it is booked.
- Thank you and review: a thank-you after checkout with your review link.
- No-show follow-up: a to-do to call and rebook someone who did not turn up.
- Time to rebook: a nudge six weeks after a visit when nothing is booked.
- Win back: an email to someone not seen in three months.
- Birthday message: a message a week before their birthday.
- Membership renewal: a heads-up before a membership runs out.
- Rebook after a visit: three weeks after checkout, a nudge to anyone with nothing booked; two weeks later, a to-do to call them.
- Welcome a new client: after a first visit, a thank-you email, then two days later a text asking for a review.
Open one to change its words, its timing or its steps.
Building your own
- Add an automation and give it a name.
- Choose What sets it off: before an appointment, when an appointment is booked, after a no-show, after checkout, when a client has not been in, before a birthday, or before a membership runs out, with how many hours or days.
- Tap the round + under the first card to add what happens next: Wait, Check (go one way or the other by a yes or a no), Send a text, Send an email, Add a to-do or Add a tag.
- Write the message with fill-ins (first name, your business, the date and time, the service, who with, your review link), and check How it reads.
- Drag a card to move it; tap a card to change it; join a card to one already on the board. On a tablet, two fingers move the canvas and pinch to zoom; Escape closes the card that is open.
Each client who sets it off goes down the board from the top, one card at a time. A Check is answered at the moment the client reaches it: yes goes on from the left +, no from the right. A card not joined to anything above it does nothing, and shows faded. Only what happens after an automation is switched on sets it off: nobody is put through it for something from before. Switched off, it sets nobody else off, and anyone already on their way through is held where they are until it is switched on again.
The to-do list
To do is what the automations have lined up for the team: calls to make, and, until texts and email are switched on in Settings, the messages to send. The number beside Workflows counts them. Send opens this device's own messages or mail with the words filled in; once texts and email are on, these send by themselves. Mark one done, or put it back. Done keeps what was done.
Best practices
- Start with the reminder, the thank-you with your review link, and time to rebook. They pay back fastest.
- Keep messages short and personal: use the first name, sign with your business.
- Add a Wait before a follow-up, so it does not land while the client is still at the door.
- Use Add a tag to mark who went through an automation, so you can find them later in an audience.
- Clear the To do list every day. A follow-up call a week late is a call not made.