Workflow Templates Overview

Why This Matters

New leads need timely follow-up to stay engaged. Workflow templates ensure every contact receives professional, helpful messages automatically—even on your busiest days. These pre-built workflows eliminate setup time and give you proven sequences based on best practices.

What Are Workflow Templates

Workflow templates are pre-built automations included in your CRM. Each one sends personalized follow-up emails and creates action tasks so no lead gets forgotten.

You can trigger these workflows from landing pages, forms, or manually from a contact record. The system includes seven templates designed for the most common follow-up scenarios.

Available Workflow Templates

Choose the workflow that matches how the contact entered your CRM.

What Happens in These Workflows

Each workflow sends one to three helpful emails and creates tasks for you to follow up. Messages are friendly and personalized with the contact's name.

Tasks include notes explaining:

• What the workflow already did
• What happens next
• What action you can take now

If the contact replies, update their Status, and the workflow stops future automated steps.

How to Start a Workflow Template

1. Open the contact record or go to your landing page settings.
2. Click Start Workflow or open the Automation tab.
3. Select the workflow that matches your follow-up goal.
4. Preview the messages to see what will be sent.
5. Save or start the workflow.

The workflow runs automatically from there. Tasks appear in your To-Do List and on the Agenda Assistant on the scheduled days.

Customizing Workflow Templates

You can personalize any workflow template the same way you customize other automations:

• Edit email content to match your voice
• Change timing between messages
• Add SMS steps if text messaging is enabled
• Add or remove tasks
• Add conditions, tags, or filters
• Set Status updates to stop the workflow early

You control the message, timing, and process. The templates give you a head start.

Stopping Automation with Status Updates

Update the contact's Status as soon as you connect or move them forward in your process. This prevents unnecessary automated messages.

Examples of Status updates that stop automation:

• Consultation Scheduled
• Estimate Sent
• In Conversation
• Attended Event
• Active Client

Status updates signal progress and tell the system to stop further automated follow-up.

Questions and Answers

Q: Can I use workflow templates for contacts I add manually?

A: Yes. Open the contact record, click Start Workflow, and choose the template that fits. Smart Start Follow-Up is designed specifically for contacts you already know.

Q: Can I edit the emails in a workflow template?

A: Yes. You can customize the message content, timing, and any other part of the workflow before or after starting it.

Q: Do workflow templates create tasks for me?

A: Yes. Every workflow template includes tasks for your To-Do List and will show up in your Agenda Assistant with notes explaining what the workflow did and what you should do next.

Q: Can I add SMS messages to a workflow template?

A: Yes, if text messaging is enabled on your account. You can add SMS steps the same way you would in any custom workflow.

Q: What if I forget to update a contact's Status?

A: The workflow continues sending scheduled messages. The tasks created by the workflow remind you to follow up and update the CRM so the automation can adjust.

Q: Where do I find the emails used in workflow templates?

A: The emails are stored in your Email Templates library in the Workflow Template Emails folder. You can view and customize them there.

Guide Type: Feature Overview

Estimated Time: 5 minutes