This video goes through how to start a workflow in ZipLeads, open the trigger picker and choose a trigger, plus an overview of every trigger category and the most commonly used trigger in each. Use this when you need to decide which event should enrol contacts into a workflow.
1. Create a new workflow
Go to Automation and open the Workflows tab.
Click + Create Workflow (top right) and start a workflow from scratch.
2. Rename the workflow
Click the workflow name at the top of the builder (next to the pencil icon).
Type a clear name, for example Trigger Workflow Demo.
3. Open the trigger picker
On the builder canvas, click Add New Trigger.
The Workflow Trigger panel opens on the right with triggers grouped into categories.
4. Find a trigger using search or the categories
Type into the Search Triggers box at the top of the panel, or scroll the categorised list.
Scroll through the panel to browse each section: Contact, Events, Appointments, Opportunities, Affiliate, Courses, Payments, Shopify, Facebook/Instagram Events, Communities and Certificates.
5. Contact triggers
The Contact section adds contacts to workflows when their details change:
Birthday Reminder – fires from the date of birth field on the contact's profile.
Contact Changed / Contact Created – when a contact is modified, or a new contact is added.
Contact DND – when a contact opts out of a communication channel.
Contact Tag – when a tag is added or removed; this is the most commonly used Contact trigger.
Custom Date Reminder, Note Added, Note Changed, Task Added, Task Reminder, Task Completed, Contact Engagement Score.
6. Contact triggers - set the trigger name and add filters
After choosing a trigger, check the CHOOSE A WORKFLOW TRIGGER dropdown and edit the WORKFLOW TRIGGER NAME if needed.
Click Add filters to set extra conditions — for Contact Tag you can choose whether a tag is added or removed.
Click Save Trigger when you're done.
Tip: Most triggers support several filters, so you can narrow down exactly which records fire the workflow.
7. Events triggers
The Events section enrols contacts based on an event taking place:
Inbound Webhook – incoming data from external applications.
Call Status – incoming, outgoing, voicemail and other call statuses.
Email Events – opened, clicked, bounced, unsubscribed.
Customer Replied – when a customer responds on a channel.
Form Submitted – the most commonly used Events trigger.
Survey Submitted, Trigger Link Clicked, Facebook Lead Form Submitted, TikTok Form Submitted, Video Tracking, Twilio Validation Error, LinkedIn Lead Form Submitted, Funnel/Website PageView.
8. Form Submitted trigger
With Form submitted selected, click Add filters.
Choose which form the trigger should listen to.
9. Appointments triggers
The Appointments section enrols a contact when they're booked into a calendar:
Appointment Status – fires on statuses such as scheduled, rescheduled, no-show or confirmed; the most commonly used Appointments trigger. Use Add filters to pick the status, the calendar and additional fields.
Customer Booked Appointment – fires only when the customer books the appointment themselves.
10. Opportunities triggers
The Opportunities section enrols a contact when an opportunity changes:
Opportunity Status Changed – when the status of an opportunity changes.
Opportunity Created – when a new opportunity is created.
Opportunity Changed – when any change is made to an opportunity.
Pipeline Stage Changed – the most commonly used Opportunities trigger; use Add filters to pick the exact pipeline or stage.
Stale Opportunities – when an opportunity sits in a stage for a defined period.
11. Affiliate and Courses triggers
Affiliate: Affiliate Created and New Affiliate Sales.
Courses: Category Started, Category Completed, Lesson Started, Lesson Completed, New Signup, Offer Access Granted, Offer Access Removed, Product Access Granted, Product Access Removed, Product Started, Product Completed and User Login.
Scroll the Workflow Trigger panel to see the full Courses list.
12. Payments and Shopify triggers
Payments: Invoice, Payment Received, Order Form Submission, Order Submitted (any product purchase, not just order forms), Documents & Contracts, Subscription and Refund.
Shopify: Abandoned Checkout, Order Placed and Order Fulfilled.
Keep scrolling the panel to reach these sections.
13. Social, Community and Certificate triggers
Facebook/Instagram Events: Facebook - Comment(S) On A Post and Instagram - Comment(S) On A Post.
Communities: Group Access Granted and Group Access Revoked.
Certificates: Certificates Issued.
14. Save the workflow
Once your trigger is in place, click Save (top right).
Switch the Draft toggle to Publish when you're ready for the workflow to run live.
Notes
Below is a detailed list of each workflow trigger to help you see how the trigger works and how it is useful to your workflow:
Contact - Add contacts to workflows when contact details change.
Birthday Reminder:
Triggers based on the date of birth field in a contact's profile.
Runs daily at 8:00 AM.
Useful for sending birthday messages or offers.
Contact Changed:
Triggers whenever a contact's information is modified.
Useful for updating records or notifying team members.
Contact Created:
Triggers when a new contact is added.
Useful for welcoming new contacts or initiating onboarding processes.
Contact Do Not Disturb (DND):
Triggers when a contact opts out of communication channels.
Useful for honouring unsubscribe requests or managing opt-outs.
Contact Tag:
Triggers when a specific tag is added or removed from a contact.
Useful for segmenting contacts or triggering specific actions based on tags.
Custom Date Reminder:
Triggers based on a custom date field in a contact's profile.
Useful for scheduling follow-ups or reminders for important dates.
Note Added/Changed:
Triggers when a note is added or modified in a contact's profile.
Useful for tracking interactions or updating records.
Task Added/Completed:
Triggers based on manual tasks added or completed.
Useful for task management or follow-ups.
Contact Engagement Score:
Triggers based on a contact's engagement score.
Useful for identifying highly engaged contacts for targeted actions.
Event - Add contacts to work flows based on specific events like a form submission, opened email or more.
Inbound Webhook:
Triggers based on incoming data from external applications.
Useful for integrating with other platforms or automating data transfer.
Call Status:
Triggers based on call statuses (incoming, outgoing, voicemail, etc.).
Useful for managing call workflows or tracking call outcomes.
Email Events:
Triggers based on email interactions (open, click, bounce, unsubscribe, etc.).
Useful for managing email campaigns or customer engagement.
Conversations Applied:
Triggers when a customer responds or interacts with a specific channel.
Useful for automating responses or managing customer inquiries.
Form Submitted:
Triggers when a form is submitted.
Useful for lead generation or data collection.
Trigger Links Clicked:
Triggers when a specific link is clicked.
Useful for tracking link engagement or triggering actions based on clicks.
Facebook Lead Form Submitted:
Triggers based on form submissions from Facebook.
Useful for lead generation or customer interactions on social media.
Instagram Lead Form Submitted:
Triggers based on form submissions from Instagram.
Useful for lead generation or customer interactions on social media.
Video Tracking:
Triggers based on video interactions.
Useful for tracking viewer engagement or following up on specific video interactions.
Twilio Validation Error:
Triggers based on validation errors from Twilio.
Useful for managing phone number errors or communication issues.
Appointments - Add a contact to a workflow when they are booked for an appointment on a calendar.
Appointment Status:
Triggers based on appointment statuses (scheduled, rescheduled, no-show, etc.).
Useful for managing appointments or sending reminders.
Customer Booked Appointment:
Triggers when a customer books an appointment.
Useful for tracking scheduled appointments or managing bookings.
Opportunities - Add a contact to a workflow when an opportunity changes.
Opportunity Status Change:
Triggers when the status of an opportunity changes.
Useful for managing sales pipelines or tracking progress.
Opportunity Created:
Triggers when a new opportunity is created.
Useful for initiating sales processes or follow-ups.
Opportunity Changed:
Triggers when an opportunity is changed.
Useful for managing opportunities as changes can trigger the next best steps or communication.
Pipeline Stage Changed:
Triggers when a Pipeline Stage is changed for an opportunity.
Useful for optimizing your pipeline communication and management.
Stale Opportunity:
Triggers when an opportunity remains in a specific stage for a defined period.
Useful for managing stale opportunities or follow-up strategies.
Affiliate - Adds a contact to a workflow when a new Affiliate or Affiliate sale takes place.
Affiliate Created:
Triggers when a new affiliate is created.
Useful for managing affiliate programs or notifying affiliates.
New Affiliate Sale:
Triggers when a sale is made by an affiliate.
Useful for tracking affiliate sales or rewarding affiliates.
Courses - Add a Contact to a workflow when granting or managing membership courses and offers.
Category Started/Completed:
Triggers based on category progress within a course.
A course category is used to organize lessons within a course product.
Useful for managing course progress or sending course-related notifications.
Lesson Started/Completed:
Triggers based on lesson progress within a course.
A lesson is the individual modules of the course product
Useful for tracking lesson completion or sending lesson-related notifications.
New Signup:
Triggers when a new user signs up for a course.
Useful for managing course enrolments or sending welcome messages.
Offer Access Granted/Removed:
Triggers when somebody is granted access to an offer or removed.
Offers are created in Memberships > Offers and attach a product (course) to it. Used to granting or offer the course.
Helpful for signalling or sending a confirmation message to the contact when offer is granted/removed.
Product Access Granted/Removed:
Triggers when access to a product is granted or removed.
A Product is the course you create with Memberships > Courses.
Used when a product Course access is granted, helpful for managing access to courses or digital products.
Product Started/Completed:
Triggers when somebody begins or completes a course (product).
Helpful for tracking progress or initiating actions when a contact starts or completes a course
User Login:
Triggers when a user logs in to take a course or membership.
Useful for tracking user activity and engagement with the course or membership platform.
Payments - Add a contact to a workflow when a payment, document or contract is created or changed.
Invoice:
Triggers based on invoice status or details change.
Useful for managing payments or sending payment-related notifications.
Payment Received:
Triggers when a payment is received within the system.
Useful when wanting to fulfil an offer, such as sending a confirmation and thank you message while granting access to a course or document.
Order Form Submission:
Triggers based on an order form submission.
Order forms can be added within the site builder.
Useful for managing and sending order-related notifications.
Order Submitted:
Triggers when any order is submitted, this is not limited to order forms, but to any product purchase submission.
Useful when managing and sending order-related notifications.
Documents & Contracts:
Triggers based on document or contract changes made.
Useful for managing document workflows or sending document-related notifications.
Subscription Status Change:
Triggers based on subscription status changes.
Useful for managing subscriptions or sending subscription-related notifications.
Refund:
Triggers when a refund occurs from an integrated payment platform.
Useful when managing and sending refund-related notifications.
Shopify - Add a contact to a workflow when a Shopify event takes place.
Abandoned Cart:
Triggers when a cart is abandoned in Shopify.
Useful for recovering lost sales or sending cart recovery emails.
Order Placed:
Triggers based on orders placed or fulfilled in Shopify.
Useful for managing and sending Shopify order-related notifications.
Order Fulfilled:
Triggers based on orders fulfilled in Shopify.
Useful for managing Shopify fulfilment-related notifications.
Facebook and Instagram Events - Add a contact to a workflow when a Facebook or Instagram event takes place.
Facebook Comments/Instagram Comments:
Triggers based on comments on Facebook or Instagram posts.
Useful for engaging with customers or managing social media interactions.
Communities - Add a contact to a workflow when changing community access.
Group Access Granted/Revoked:
Triggers when access to a group is granted or revoked.
Useful for managing community memberships or sending membership-related notifications.