Our Automated Workflow Feature is a comprehensive engagement tool designed for businesses to enhance customer engagement and streamline operations. By customizing behavioral insights, this feature allows you to automate routine tasks, improving efficiency and customer interactions.
With customizable templates, you can easily set up automated processes like scheduling intake forms for new clients and sending follow-up reminders to prompt appointment bookings. This simplifies daily operations and elevates the customer experience, making it an essential asset for your business.
Further reading:
💻 Desktop
The Workflow feature is only available to set up on the desktop version.
Navigate To Workflow
Click on < Workflow > in the navigation bar. You'll be navigated to the workflow main page where you can start a workflow or view any existing workflows.
When building a workflow, you have the option to begin with a pre-designed template or create one from scratch. Using a template can save time and provide a structured foundation, while starting from scratch allows for complete customization to fit your specific needs.
Create Workflow
Click on < Create Workflow > in the navigation bar.
Under Create from scratch: Click on < Start > to start building your own workflow
On this page, you can rename this workflow by clicking on < Template Name >.
Or click on < Grid Icon >, and you can edit workflow names and descriptions.
Workflow Trigger
A "Trigger" is an event or condition that initiates the workflow process. When the specified trigger you've set up occurs, it prompts the system to execute the set of actions or tasks automatically.
You will need to add a trigger by clicking on < Add Trigger > to start your workflow:
Select an appropriate trigger that is suitable for your workflow target users
Type 1: Filter-Based Trigger
Set up a Filter-Based Trigger to automatically activate the workflow at your desired frequency—daily, weekly, or monthly—by selecting a specific client group filter. The system will run the filter at the scheduled time, ensuring that your workflows target the right clients exactly when you want to engage with them.
1. Set up your Criteria:
Select the target client group by combining different client filters
Click on < Select Criteria > to start filtering the client group
For example: select <Pet vaccines expired 'more than 1 day ago'>,
2. Set up frequency
How often will the system check the criteria to activate your workflow
Set up with check criteria <Daily/Weekly/Monthly> depending on the frequency you'd prefer
For example: select <Check Weekly on Monday at 9 AM>
For example: select <Check Monthly on 25th at 10 AM>
Note: If you've selected <Monthly on 31st>, the event shifts to the month's last day for months without a 31st.
3. Estimate number of recipients:
You can view the generated list of recipients based on the filter criteria you've selected, which will give you an indication of the total number of recipients you'll be targeting.
Next to the "Estimated Number of Recipients," there is also an indication of the percentage of the generated recipients relative to the total number of clients.
Please be aware if you select check <Daily>, the trigger will activate the workflow every day. This can lead to duplicate messages being sent to the same recipients daily if their criteria remain unchanged.
Type 2: Action-Based Trigger
Activate workflows automatically when clients perform specific actions, such as creating an appointment, creating a client profile, or finishing an appointment etc. You can also add filters as additional criteria to tailor the trigger to your needs, ensuring that the right workflows are initiated based on the actions that matter most.
1. Select a specific action
The specific action that you would like to start the workflow
Select < Action-based Trigger >
Select an action like: < Client Created >, < Appointment Cancel >, < Online booking request submitted >, etc.
2. Select Specific client & pet profile (optional):
Narrow down the specific client & pet group to ensure the workflow only starts when actions occur for this particular group of clients.
Toggle on < Specfic client & pet profile >
Click on < Select Criteria >
For example, after you select action < Client created >, select filter < Client Created From 'Manual', 'Call in/Text in' >
3. Select Condition (optional):
For the chosen action, you can add a specific condition to refine when the action is triggered. The trigger will only activate when the selected action meets the specified condition.
Click on < Add condition >
Choose the condition option:
"Require Vaccine" with "Expired before appointment"
"Care Type" contains Grooming, Boarding, Daycare, and Evaluation.
"Service" contains a specific service
"Remaining Service Credit" under Package Redeemed.
For example, with Action "Create Appointment," select "Require Vaccine" with "Expired before appointment", it will narrow down the trigger to only happen when the pet vaccine on file has an expiration date before this created appointment's start date.
You can also select multiple conditions based on your needs.
Condition Option Display Rules:
For the actions related to the appointment, the condition option includes "Require Vaccine", "Care Type", and "Service" will be displayed.
For Online booking-related action, only the "Care Type" is availble as the condition option.
For Action "Evaluation booking submitted" and "Client Created", no condition option is availble.
For Action "Package Redeemed", you can set up with a condition "Remaining Service credit" to be "less than or more than" a specific amount.
