Send Workflows
Send Workflows are used to proactively send emails to a Contact List or Audience.
Step 1: Create a Send Workflow
Landing page: add the landing page that that you're driving towards. This is optional, but recommended as we will read your landing page and use the information on that landing page to help build your Workflow.
Run Mode:
Always Running: these Workflows continuously run and require the use of an Audience (Always Running Workflows cannot be sent to your entire Contact List).
Example use cases:
Welcome emails: when someone signs up to your site, send them a series of welcome emails.
Re-engagement emails: if you have an existing list of emails that you'd like to slowly re-engage and get them active again.
Email series/courses: if someone signs up to your list and you want to send them a series of emails, teaching them and driving them towards an action.
Time-bound: these Workflows are meant to drive a specific action (like signing up for a promotion) and run for a limited time. The start date and end date inform us to build a series of emails within those dates to drive action.
Example use cases:
Promotions: if you have a limited-time promotion for a course, membership, or product, then send them an email as a Time-bound Workflow.
Events: if you have an upcoming event and want to drive action, like purchases for the event, then use this Workflow.
1-time messaging: if you have some timely news that you'd like to share, then use this Workflow.
Outreach strategy:
How warm is your contact list?
Warm: this email list has received an email from you on a weekly basis and open rates are above 20%.
Lukewarm: this email list has received emails from you in the past, but open rates are less than 20% or you haven't emails them in over 2 months.
Cold: this email list has an open rate of less than 5% or they have forgotten about you as they haven't heard from you in over 6 months.
Qualify the lead?
No, don't qualify: do you want your Agent to drive every contact towards an action? If so, you do not need to qualify them.
Yes, qualify: if you would prefer that the Agent only send a link to drive an action if the lead is qualified, then choose this option.
Example use case: You want to make sure a lead is qualified before the Agent sends your Calendly link to schedule a call with you.
Step 2: Workflow guidelines
The Workflow guidelines are a set of questions we ask you in order to generate your Workflow instructions, initial emails, and follow up emails.
Pre-filled answers: If in step 1 you added a landing page URL, the link you would like to drive your leads to, then we prefill answers to all of the questions. If you did not add a landing page URL in Step 1, then we cannot prefill the answers.
Step 3: Workflow settings
In step 3, we have pre-filled your Workflow settings. Let's go through each setting so that you're ready to start your Workflow.
Important: to save each section, you must hit the "Save" button for each section.
Audiences
No Audience: by default, not audience is selected. This is to prevent accidentals sends to the wrong audience.
Entire list (only avaiable to Time-bound): this sends your Time-bound Workflow to your entire contact list. Use this with caution as sending too many emails at too high a volume can land your emails in spam.
Audience: the Audiences that you have created will be listed here.
Ramp up (only available for Lukewarm and Cold Outreach strategies):
Email start rate: this is the very first batch of emails that you'll send on the first day. The Workflow will double the sends on each subsequent day.
For example, if on the first day you send 25 emails, then the next day you'll send 50 emails, then 100 emails on the next day, and so on.
Max email sends per day: the emails sends will double each day until they hit the max emails sends per day. Then it will stay consistent and everyday it will send the max emails sends per day.
Note: you can change the max emails sends per day at any time after running your Workflow.
Conversion Settings
Conversion Goal:
Make a purchase: your Agent will drive a contact to make a purchase
Book a meeting: your Agent will drive a contact to book a meeting
Fill a form: your Agent will drive a contact to fill a form
Conversion Link: The link to which your Agent will drive a conversion
Workflow-specific Instructions: these are the specific Agent instructions for this Workflow. Use information that you can add here includes start and end date for your promotions, goals for your series of emails, how to qualify a lead, and anything that is specific to this Workflow.
Conversion tracking: this allows us to track if a conversion happened. For example, if a contact purchased your product or booked a meeting. If a contact converts, then by default follow up emails do not send.
Make a purchase:
If you use Stripe to process payments, then do one of the following:
Option A: Forward emails from notifications@stripe.com to your Agent email. Your Agent will automatically track these Stripe notifications as conversions.
Option B: Add your Agent as a user on Stripe and enable successful payment notifications.
If you use Zapier, then you can use this trigger to trigger a conversion for a contact:
Update Lead: Updates a lead in a specific campaign
Choose the Campaign Name
Choose Converted = True
Book a meeting:
If you use Calendly to book meetings, then forward emails from notifications@calendly.com to your Agent's email. Your agent will automatically track these Calendly notifications as conversions.
If you use Zapier, then you can use this trigger to trigger a conversion for a contact:
Update Lead: Updates a lead in a specific campaign
Choose the Campaign Name
Choose Converted = True
Fill a form:
If you use Zapier, then you can use this trigger to trigger a conversion for a contact:
Update Lead: Updates a lead in a specific campaign
Choose the Campaign Name
Choose Converted = True
Workflow Settings
CC these emails on every reply: when your Agent replies to contacts via email, your Agent will CC these emails on each reply.
Personalize Subject Line: if enabled, we will personalize the subject line of your initial emails based on the Workflow-specific instructinos and the information provided about the contact in the Contact List.
Initial Emails
These are pre-filled based on the information provided in Step 2: Workflow guidelines
Send from inbox: you can use any inbox to send emails from.
Important: replies will always come from your Agent inbox.
A/B testing: Initial emails can be A/B tested.
If you would not like to A/B test the initial emails, then just leave Initial Template B blank
First name: Utilize {{contact.first_name|default:'there'}} to fill in the first name of your contact.
If the first name is unavailable, then we'll use "Hey there"
Follow-up Emails
These are pre-filled based on the information provided in Step 2: Workflow guidelines
Important:
By default, follow-ups are stopped if an email contact converts.
You can send a maximum of 7 follow ups.
Send settings:
after a delay in days: send the follow up X days after the previous email
on a specific date [only available for Time-bound Workflows]: send the follow up on this specific date
Send from inbox: you can use any inbox to send emails from.
Important: replies will always come from your Agent inbox.
First name: Utilize {{contact.first_name|default:'there'}} to fill in the first name of your contact.
If the first name is unavailable, then we'll use "Hey there"
Step 4: Start the Workflow
For Always Running Workflows: hit "Start" and your Workflow will immediately start.
For Time-bound Workflows: hit "Schedule and send"
When should we start your workflow?
You can schedule your Workflow to start on a specific date
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