Automatically Create a Follow-Up Consultation After an Onboarding Program

In this article, we'll show you how to automatically create a follow-up consultation task when a member completes an onboarding program.

You will learn how to:

Create a task template for the follow-up consultation
Set up a workflow that automatically creates the task after 4 weeks
Monitor tasks and workflows in the system

Part 1: Create a Task Template

First, we need to create the task template that will be assigned to the coach once the onboarding program has been completed.

Video Guide

Watch the video here:
https://iframe.mediadelivery.net/play/541457/49ee163f-3ede-4caf-acbd-f27ede9969c3

What Is a Task Template?

A task template consists of a parent task and one or more subtasks.

In this example, we will create the parent task "Follow-Up Consultation After Program Completion", which contains the following subtasks:

How did it go?
Should we start a recurring training program?

Create the Task Template

Navigate to Tasks → Task Templates.
Click Add Task Template.
Select Custom Task.
Create the first subtask:
- Name: How did it go?
- Assignee: Adrian Akselsen
Alternatively, you can assign the task to a role, such as Coach, if you want any coach to be able to take ownership of the task.
Click Add Custom Task again.
Create the second subtask:
- Name: Should we start a recurring training program?
- Assignee: Adrian Akselsen
Click Save Template.
Name the template:
- Follow-Up Consultation After Program Completion
Optionally add a description.
Click Save.

The task template is now ready to use.

Part 2: Create the Workflow

Next, we'll create a workflow that automatically starts the follow-up process.

Video Guide

Watch the video here:
https://iframe.mediadelivery.net/play/541457/66b77e2a-f86e-4edd-bb94-61420237cafd

Goal

The workflow should:

Start when a member purchases the 4-Week Onboarding Program membership
Wait 28 days
Create the Follow-Up Consultation After Program Completion task

Create the Workflow

Navigate to Workflows → Workflow Templates.
Click Add Workflow Template.

Add the Trigger

Click Select a Trigger.
Search for and select Membership Created.
Click Add.

Add the First Action

Click Select an Action.
Select Create Task.
Click Add.

Complete the following fields:

Recipients: Effected User
Create Task: Introduction and Goal Setting

Effected User refers to the member who purchased the membership. Avoid selecting groups of users, as this will create tasks for every member in the selected group.

Add a Membership Filter

We only want the workflow to run for members who purchase the 4-Week Onboarding Program membership.

Add the Membership Type condition.
Select 4-Week Onboarding Program.
Connect the workflow nodes using the blue connection points.
Remove the original connection if it is no longer needed.

If you're unsure how to connect nodes, refer to the video above.

Add a Waiting Period

Add the Wait X Days condition.
Enter 28 days.
Connect the node to the rest of the workflow.

Add the Follow-Up Task

Add another Create Task action.
Complete the following fields:
- Recipients: Effected User
- Create Task: Follow-Up Consultation After Program Completion
Click Save Template.
Name the workflow:
- Follow-Up Consultation After 4 Weeks