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How to Setup Your Workflow

Updated

Overview

This tutorial provides a breakdown of all of the workflow options available to track and organize your business.

 

Table of Contents

  1. Workflow Manager Video
  2. Workflow Manager Overview
  3. Opening the Workflow Manager
  4. Setup Options
    1. Setup Lead Pipeline
    2. Setup Consultation Calendar Type
    3. Setup Session Calendar Type
    4. Setup Sales Session Calendar Type
    5. Setup Order Pipeline
  5. Lead Tracking
  6. Session Tracking
  7. Order Tracking

 

Workflow Manager Video


 

Workflow Manager Overview

The Workflow Manager helps you to setup your workflow from one central location in StudioCloud. Below are the following items it helps you setup:

  • Automatic CloudAlert Emails or Text Messages For Sessions, Appointments and Events
    • Reminder Emails and Text Messages
    • Thank you Emails and Text Messages
    • Follow Up Marketing Emails Based on when the session, appointment, event occurred
  • Confirmation Emails at the time of booking
  • Pipelines to track steps that need to occur in a specific order
    • Scheduled Messages which are Automatic Emails and Text Messages based on when a pipeline stage is activated

 

How to Open the Workflow Manager

  • Click on Settings
  • Click on the Workflow Manager button under the Pipelines header

 

Workflow Manager Setup Options

Below is a breakdown of each of the individual workflow items that you can setup.

 

Setup Lead Pipeline

This option is to setup a lead pipeline for tracking leads.

When you select a lead pipeline it will show you the following details:

  • All of the pipeline stages associated with the lead pipeline
  • The actions with each pipeline stage
  • The scheduled messages for each pipeline stage.

If you click the Select Default Lead Pipeline button it will automatically show you the details for the default lead pipeline.

If you click the Select Existing Lead Pipeline button it will show you the details for the available lead pipelines

If you click the Create New Lead Pipeline button it will open a brand new lead pipeline window. Once you save the new lead pipeline it will automatically display the details for the lead pipeline.

 

Setup Consultation Calendar Type

This option is to setup the workflow when a consultation calendar type is scheduled.

When you select a consultation calendar type it will show you the following information:

  • The confirmation emails and text messages that are sent when the consultation is booked
  • The Cloudalert emails and text messages associated with the consultation
  • The pipeline associated with the consultation calendar type as well as all of the pipeline stages, the actions associated with the pipeline stages, and the scheduled messages for each pipeline stage.

If you click the Select Consultation Calendar Type button it will automatically select the calendar type that has the name Consultation

If you click the Select Existing Calendar Type button it will show you the available calendar types

 

Setup Session Calendar Type

This option is to setup the workflow when a session calender type is scheduled. When you select a calendar type it will show you the following informations:

  • The confirmation emails and text messages that are sent when the session is booked
  • The cloudalert emails and text messages associated with the session
  • The pipeline associated with the session calendar type as well as all of the pipeline stages, the actions associated with the pipeline stages, and the scheduled messages for each pipeline stage.

If you click the Select Session Calendar Type button, it will automatically select the calendar type that has the name Session

If you click the Select Existing Calendar Type button, it will let you select from all of the available calendar types.

 

Setup Sales Session Calendar Type

This option is to setup the workflow when a sales session calendar type is scheduled. When you select a calendar type, it will show you the following information:

  • The confirmation emails and text messages that are sent when the sales session is booked
  • The Cloudalert emails and text messages associated with the sales session
  • The pipeline associated with the sales session calendar type as well as all of the pipeline stages, the actions associated with the pipeline stages, and the scheduled messages for each pipeline stage

If you click the Select Sales Session Calendar Type button, it will automatically show you the default lead pipeline with all of the lead pipeline stage, actions, and scheduled messages

If you click the Select Existing Calendar Type button, it will show you the available lead pipelines

 

Setup Order Pipeline

This option is to setup a lead pipeline for leads. When you select a lead pipeline it will show you the following details:

  • All of the pipeline stages associated with the lead pipeline
  • The actions with each pipeline stage
  • The scheduled messages for each pipeline stage

If you click the Select Default Lead Pipeline button, it will automatically show you the default lead pipeline with all of the lead pipeline stages, actions, and scheduled messages

If you click the Select Existing Lead Pipeline button, it will show you the available lead pipelines

If you click the Create New Lead Pipeline button it will  open a brand new lead pipeline window

 

 

Tracking the Status of a Prospective Client (Lead Tracking)

If you need to track a new potential customer, called a lead in StudioCloud, from the initial contact until they become a paying customer, the following tutorial provides the options available to you.


 

Track the Status of a Session and/or Event (Session/Event Status Tracking)

If you need to track the status of a session or event or you need to track steps that need to be done before or after the session/event then this tutorial provides the options available to you.

 

Track the Status of a Client's Invoice (Order Tracking)

If you need to track the status of a customers order this tutorial provides the options available to you.