The most valuable workflow is almost always the simplest: someone inquires and gets a reply within a minute. Research on sales response time has shown the same pattern for years, whoever answers first wins most of the deals.
Step by step
- Choose the triggerDefine what starts the workflow. To begin with: form submitted. The trigger is the starting signal, everything else hangs off it.
- Send an instant replyFirst action, no wait time: a short message confirming the inquiry arrived and stating when a personal reply will follow. This one message measurably reduces drop-off.
- Add an internal notificationSecond action: a message to you or your team. Sales knows immediately without having to check the system.
- Add a wait stepInsert a wait of one day, then a second message if the contact has not responded. Use a condition so nobody gets messaged who already replied.
- Set an exit conditionDefine when the workflow ends: as soon as someone replies or books an appointment. Without this condition your system keeps messaging people who are already customers. That is the most common and most embarrassing automation mistake.
- Test and publishRun through the workflow once with a test contact. Then publish, not just save. A saved workflow does not run.
Tip: Automate what you do by hand every day first. Not what looks most impressive.
Common issues
The workflow does not start. In ninety percent of cases it is saved but not published. Check the status in the top right.
Contacts receive messages twice. Several workflows share the same trigger. Review which workflows are active and switch off the redundant ones.
Messages go out at the wrong time. Check the time zone in your settings and whether sending windows are configured.
What comes next
With follow-up running, automatic appointment booking with reminders is the next big lever.
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