Customizing your workflow configuration allows you to streamline daily tasks, enhancing the experience for both your staff and clients.
With various options available, you can automate routine actions and ensure nothing falls through the cracks.
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Customize Your Workflow Configuration
Click on < Add Action > to add your workflow action
Hover to the bottom of your action card, click on the <+> button to add more actions
1. Schedule
This option allows you to introduce a delay before moving on to the next step in your workflow. Whether you want to give your team time to prepare for the next task or ensure a follow-up occurs after a client interaction, scheduling can help manage the pace of your operations.
Click on <Schedule>
Select wait for <number of Hour/Day/Week/Month> After the previous action is completed
Select <Save> to proceed
2. Send SMS Message to Client
Communication is essential in the grooming business. This feature enables you to automatically send personalized messages to clients. Whether it's reminders, updates, or important information, you can ensure that your clients are always in the loop.
Click on <Send SMS Message>
Click on the message box to begin creating your personalized message templates.
Insert placeholder by clicking on the <Placeholder> like <Date and time>, <Submit intake form>, etc
Click on <Save> to proceed
Messages Type
Message type classified as <Notification> or <Campaign> to ensure essential updates reach users reliably, while campaign messages respect user preferences with controlled frequency
Notification: Non-marketing messages, there are no restrictions on the message sending frequency.
Campaign: Limit the number of messages sent to clients based on the frequency setting.
Frequency Setting
Go to the Workflow main page
Click on <Setting>
Set up message frequency limitation: eg, send up to 2 campaign messages per client within 1 week
To prevent message fatigue and minimize unsubscribes, it's essential to manage how frequently users receive communications.
By setting up a limit on message frequency, you can ensure that clients receive a balanced number of campaigns over time, reducing disruptions and helping to maintain their interest.
This setting empowers you to effectively strategize your campaign messaging for a more engaging client experience.
3. Send Email
This feature enables you to automatically send personalized emails to your clients. You can easily set up your email campaigns to reach specific groups of clients or trigger the email based on particular actions, all for marketing or reminder purposes.
Select an <Email Template> or <Start From Scratch> to begin with
Choose your preferred message type: <Notification> or <Campaign>
Begin crafting your email content (More instructions can be found in Marketing Campaign Step 2)
Click on <Save> to proceed
4. Condition Check
Create conditions based on specific customer profile properties or behaviors. This allows you to tailor your workflows to meet the unique needs of different clients, ensuring that every interaction is relevant and targeted.
Action 1. Condition Check
Type 1: Client & Pet Filter Condition Check
Configure the condition using client and pet filters as your criteria
Click on <Select Criteria> to choose the Client Filter you want to use for the condition check.
For example: Select <Upcoming appointments >=1 >
Click on Confirm> Save to save your condition check
Type 2: Action Respond Check
Configure the condition based on client action
Select on <Action Respond Check>
Select Action <Intake Form Submit Success>
Note: Currently, <Intake Form Submit Success> is the only availble option. More options will be added in future product updates
Click on Confirm> Save to save your condition check
Action 2. Check Condition Following Event
Condition 1 - Then
When the client meets the filter criteria or completes the specified action, proceed to the next customized step.
For example, you can add a client tag, such as "Loyal Client" when the condition is met (e.g., the client has more than 1 upcoming appointment).
Alternatively, you can choose to leave the next step blank if needed.
Condition 2 - Otherwise
When the client does not meet the filter criteria or has not completed the specified action, proceed to the next customized step.
For instance, you can set up a step to send a recovery message encouraging the client to book an appointment when the condition is not met (e.g., when the client has no upcoming appointments).
5. Advanced Actions
Advanced actions provide you with actions to mass 1) mark group clients with client tags, 2) delete client tags, 3) change client tags, or 4) add pet code.
You can select a client tag and mark/delete/change for specific client groups with the tag in the previous step
You can also select pet codes and assign them to pets belonging to specific client groups, based on the previous steps.
For instance, similar to the previous example, if a client doesn't meet certain conditions (Otherwise)—such as having less than one upcoming appointment scheduled, or if they haven't responded to your message after an extended period of several months—you can utilize advanced actions to add a client tag, such as "No Response" or "Inactive Client".
This helps you easily manage and categorize your clients based on their engagement levels.
Activate Workflow
Save your workflow by clicking on < Activate flow >
Edit your < Workflow Name > and < Description >
Click on < Continue to Activate > to proceed with saving your workflow
Once the notice < Save and Activate Success > appears, the workflow has been activated successfully
Note: Please make sure the workflow ends at an action node or advanced action node before activating it.
Deactivate Workflow
On the Workflow Home page, select one of your active workflows
In the Workflow performance page, click on < Disable >
A pop-up window will appear for you to proceed with disabling the workflow
Disable all workflows and progress will be lost
If you select this option, it will stop all ongoing workflow progress and future workflow runs.
Block new customers from entering the workflow
Choosing this option will prevent new customers from entering the workflow. However, the current workflow and any ongoing progress will not be affected; only future entries will be blocked.
Manage workflow
Part 1. Workflow Overview
On the Workflow Home page, you can manage and check the overall performance data
Last trigger time: This indicates the most recent date and time the workflow was activated.
Schedule: This refers to the type of workflow schedule you've established, which can be categorized as either "Action-based Trigger" or "Filter-Based Trigger."
Action-based Trigger: This workflow activates based on specific client actions, providing Real-Time updates as events occur.
Filter-based trigger: This workflow operates on a defined frequency to check filter criteria, displaying the scheduled times, such as "Daily at 8:00 AM", according to your setup.
Performance:
Reached: This indicates the total history number of recipients who received the workflow message campaign.
New Bookings: This reflects the total number of new appointments successfully made by recipients as a result of this workflow within a 7-day period.
Part 2. Workflow Performance Page
Click on the specific workflow > view the workflow's detailed page
Section 1. Overview
You can select a specific date range to check the data
Total sent: Number of messages that were attempted to be sent within the selected date range.
Total delivered: Number of messages that were successfully delivered to clients within the selected date range.
Client requested bookings: This represents the number of unique clients who have submitted appointment requests as a result of this workflow within a 7-day period. (Note: If you've specified a date range, the data will reflect only those requests within the selected timeframe.)
New bookings: The number of new appointments that have been successfully created by receivers from this workflow within a 7 days period. (Note: If you've specified a date range, the data will reflect only those requests within the selected timeframe.)
Section 2. Graph of New Bookings Over Time
This graph visually represents the trend of new appointments created over a specified period and compares client-requested bookings and new bookings generated.
It helps you track the effectiveness of your workflows and campaigns by illustrating fluctuations in booking activity, enabling you to analyze patterns and make informed strategic decisions.
You can hover over a specific date on the graph to compare Client Requested Booking and New bookings
Section 3. Detailed Recipient History
The recipient history will display sent-out time, client name, phone number/email, and delivery status.
You can search specific client and filter by delivery status for your campaign messages in the < Search Bar >
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