Custom Automations

Custom automations send automatic communications to your program, trial, or event members in accordance with different filters from all customers. This can include birthday wishes, communications to participants from specific sources, etc.

 

Table of contents

 

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Permissions and accessibility

Staff access:

• Admin
  • Full access
• Manager
  • No access
• Staff
  • No access

MyStudio plan restrictions:

• How many automations you are able to create is based on your MyStudio plan
  • Starter: 0
  • Growth: 10
  • Scale: 20
• We have an automations add-on for $39 / month which gives you unlimited automation creation.

 

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Creating automation

Custom automations allow you to create a campaign based on custom filters you saved in All customers. To create this automation, you can either:

• Go to automations > custom > create new campaign
• Go to all customers > trial, program, or event participants, create a saved filter. After saving the system will ask you if you want to create a campaign with it.

 

 

1. Automation type

 

Name the title of your automation, then, in step 1, choose whether this automation follows a filter from program, trial, or event participants.

 

Then select which filter to use.

 

Once these two fields are selected you will be given a couple other options:

• How often can a participant re-enter the campaign?
  • Only once: the participant will enter the campaign once and be done once all steps are completed. They cannot be re-entered
  • Every x days after the previous entry: the participant can start the campaign process over again if they still meet the requirements x days after receiving the first campaign
• All participants with multiple registrations to enter campaign
  • Only once: system will only take one registration into account
  • Allow entry for each registration: participant can receive the campaign for each registration they have that meets the filter criteria

 

2. Automation start time

 

 

Enter the time the communication should activate actions.

3. Actions

 

Add a new action for the workflow:

• Email:
  • Choose an email template or create a new template. Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
  • You can view or edit the template by clicking “view / edit.”
• Mobile message:
  • Choose a mobile message template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Choose whether it sends and SMS or in-app message
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
• Task:
  • Choose a task template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Assign the task to a specific staff member
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.

You can create additional tasks to trigger at the same time for the same workflow by clicking “new action” in the same workflow card.

 

Custom automations can only have one workflow.

 

You can edit or remove actions by clicking on them, or you can remove workflows by clicking the trash icon.

4. Exit conditions

 

 

Select whether you want the system to remove participants when they no longer meet the filter criteria. If this is not checked, the system will check the criteria daily and the participant will remain in the automation until actions are completed. If this is checked, then the participant will be removed as soon as they no longer meet the criteria. They cannot re-enter the campaign after.

 

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Table and stats

 

In automations > custom, you will see your list of custom automations. From this page you can do the following actions:

• Toggle the automation between active and inactive.
• Click on the title of the automation to make edits
• Click the email icon to see the statistics of sent, opened, clicked, bounced, and unsubscribed emails
• Click the mobile message icon to see the statistics of sent mobile messages
• Click the task icon to see the statistics of how many tasks were created
• Click the sent number to see a full recipients list
• Click the action drop down to do one of the following:
  • Edit
  • Duplicate
  • Delete

When you click into the recipients list, you will see a table with the following information:

 

• Recipient (primary customer) name

• Participant name

• Type of person (primary customer or staff)

• Email

• Phone number

• Actions taken

• Next scheduled action

 

You can click the three dots to remove a recipient from the automation workflows.

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Common scenarios

Happy birthdays!

Since birthdays are not in any other automation type, many studios use custom automations to send birthday wishes to participants. This template is created by:

• Create a saved filter from program, trial, or event participants using a birthday filter selection. We highly recommend using the “birthday is today” option. Otherwise, for example, if you select “birthday is this month,” the system will send the recipient an automation every day until it’s the next month. 
  • If you would prefer to use “birthday is this week” or “this month,” then be sure to utilize the “how often can a participant re-enter the campaign? Every x days after the previous entry” and enter in the amount of days that would change that data point. 
    • Example: “birthday is this week” filter would have “how often can a participant  re-enter the campaign? 7 days after the previous entry.”
    • Example 2: “birthday is this month” filter would have “how often can a participant re-enter the campaign? 31 days after the previous entry.”
• Exit conditions: unchecked