Why use workflows
Workflows help you automate tasks so everything runs smoothly without needing to do things manually. They keep your processes consistent and give your customers a seamless experience.
How long it takes
A simple workflow usually only takes a few minutes to set up. If you add more steps like multiple emails or conditions it will take a little longer, but most workflows are quick to build.
Common Workflow Triggers
Form Submitted
This trigger starts when someone fills in one of your forms.
Use this to:
Deliver a freebie or lead magnet (For example, sending a free guide after someone signs up)
Add tags so you know where someone came from
Notify you or your team
Add someone into a simple nurture sequence
Contact Tag
These triggers start when a tag is added or removed from a contact.
Tag added is helpful when:
Someone takes an action, such as opening an email
You want to move them into a follow up or sales sequence
A purchase should begin a new workflow (For example, adding a tag after a user buys a product)
Tag removed is helpful when:
Someone should leave a nurture sequence after buying
You want to move them into a different workflow
Order Form Submission
This starts when someone buys through a specific checkout in one of your funnels.
Use this to:
Deliver the product they purchased
Add a tag for the product
Send a simple confirmation email (For example, sending the product link immediately after purchase)
Order Submitted
This trigger starts when a product is purchased anywhere on your site.
Use this when:
The product is sold in more than one place
You want one workflow to cover all purchases of that product
Offer Access Granted
This trigger starts when someone is given access to a course or digital product.
Use this to:
Deliver onboarding content
Tag the product
Send a warm welcome email (For example, sending the first lesson link)
Group Access Granted
This starts when someone is added to a community group.
Use this to:
Welcome them to the group
Add tags
Start a simple onboarding or engagement sequence (For example, sending group guidelines and welcome message)
Customer Booked Appointment
This starts when someone books a call.
Use this to:
Send reminders
Set up a follow up after the call
Add extra steps beyond the standard calendar settings (For example, sending pre-call preparation materials)
Appointment Status Changed
This starts when a call is marked as a no show, completed or cancelled.
Use this to:
Ask a no show to rebook
Send a thank you after a call
Share a feedback survey
Subscription Trigger
This starts when something changes with a subscription.
Use this to:
Notify yourself if a subscription is cancelled
Request updated payment if it becomes overdue
Track when a subscription pause ends
How to test your workflow
Add yourself as a test contact
Complete the action that should start the workflow, such as filling in the form or buying the product
Check the workflow history to confirm it has started
Make sure all emails, tags and actions have been applied correctly
Next Steps
Once you’re confident with triggers, try combining them with actions to automate your whole workflow and save even more time.