Lead Automations

Lead automations allow you to send automatic communications to your leads. This can include welcoming them, providing more information about the program they are interested in, 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

 

Create a lead automation by going to automations > leads > create new campaign.  Name your automation and then go through the following steps:

 

1. Who can enter

 

The automation will only send to those who entered the system as a lead on or after the date selected.

2. Entry conditions

 

Choose the conditions that will trigger the automation. The subject of the trigger conditions includes:

• Lead status

• Lead program interest

• Lead source

 

You can also add additional conditions to trigger the automation. If you do so, you will also need to choose whether it follows the “and” rule or the “or” rule.

 

And: both conditions need to be true in order for the automation to trigger.

• Example: lead status is active AND lead program interest is children’s martial arts.
  • The participant would be required to be an active lead interested in the children’s martial arts program

Or: either condition can be true in order for the automation to trigger.

• Example: lead program interest is after school program or lead program interest is children’s martial arts.
  • The lead would need to be interested in either the after school program or the children's martial arts program in order to receive the automation.

 

You can add as many additional conditions as you need, but keep in mind that the more complicated an automation, the less often it will trigger. Delete any unwanted conditions by clicking the x next to them.

3. Automation start time

 

Specify the time that the automation will send if it doesn’t send immediately.

4. Actions

 

Add a new action for a workflow:

• Email:
  • Choose an email template or create a new template. Then choose whether this first workflow will send immediately, 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 immediately, 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 immediately, 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.

5. Exit conditions

 

Leads will automatically be removed from the automation workflow when they have completed all the steps. However, you will also need to set custom conditions for removing a lead from the campaign. Usually this would include conditions such as status changes. You will have all the options that you had above in the entry condition step.

 

 

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Table and stats

 

In automations > attendance, you will see your list of attendance 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

Lead to trial conversion

If you would like to create an automation to market your trials to leads, you can use our “lead to trial conversion” automation! This template utilizes the following setup:

1. Who: specify the date
2. Entry: lead status is active AND lead program interest is ____
3. Actions: multi-step work flows that send immediately, after day 2, after day 3, after day 7, after day 14
4. Exit: lead status is enrolled OR lead status is not interested

 

Specific program interest

If you would like to create an automation to market a specific program interest to a lead, you could easily utilize the same setup as the one above. For actions, you would specify the information to the program interest in question.

 

Lead status change

Automatically change your lead status to enrolled when leads register for trials or memberships. To access this setup, you will need to go to the templates and choose “lead status change.”

 

For more information on this specific setup, check out our article here: Lead Status Automation.