Introduction
Workflows let SalesRevv act on specific events in your business, like a birthday, a booking reminder or a class milestone. This training walks through how workflows are organized, how to turn on and customize a template, and how to build a workflow from scratch.
For a quicker summary, see 📘 SalesRevv Training: Workflow Overview.
Finding Your Workflows
Go to AI HQ > Workflows in the left-hand menu.
The main screen shows your active workflows, such as Birthday Celebration, Booking Reminders, Class Milestones, Class Pack Expiring and Freeze workflows. You can turn on or off as many workflows as you like.
Workflows vs. Pipelines
Pipeline: A journey you want a client to go on until they meet a goal or requirement.
Workflow: An action based on a specific event. A birthday happens once, and a booking reminder relates to one booking, so neither needs a journey.
Learn more: 📘 SalesRevv Training: Pipeline Overview
Events vs. Scans
Workflows are split into two types:
Events: Something happened, and SalesRevv runs the workflow in response. For example, Intro No-Show or Package Purchase Thank You.
Scans: SalesRevv scans your system on a schedule, such as every 15 minutes or every morning, and runs the workflow when it finds a match. For example, birthdays and booking reminders.
Turning On a Workflow Template
SalesRevv includes templates for the most common workflows, so most of what you'll want is already built.
Click Templates in the top-right corner.
Use the filters on the left-hand side to browse.
Select the template you want. To turn on a group, such as all milestones, use Select All.
Click Add Workflow.
The workflow opens on its settings screen with the steps and settings already preset. If any clients are currently in the workflow, you'll see them here.
Important: Each booking system shares different information with SalesRevv, so some templates shown in this training may not be available to your location. If you have questions, send a message to SalesRevv Support.
For example, where a waiver reminder is available, a booking reminder can also remind the client to sign your waiver before they come in.
Example: 10th Class Milestone
Here's how the 10th Class Milestone template is built:
Trigger: Based on a class booking. SalesRevv scans 20 to 24 hours before the booking and uses the client's check-ins.
Action: Creates a general staff task alerting your team that a client's 10th class is coming up, so you can plan a celebration.
Filter: Completed Booking Count is exactly 9. You're alerted after a client completes their 9th class, so you're ready for their 10th.
You're not locked into any of this. The template gives you a foundation you can change.
Customizing Filters
Filters decide who enters a workflow. You'll find them in the workflow's Settings. If you can think of it, there's likely a filter for it.
Add a filter: For example, add Upcoming Booking Count is Any so you're only alerted when the client already has an upcoming class booked.
Watch the count: As you change filters, the number of matching clients updates.
Preview who matches: Use the Preview button to see everyone who fits the filters. Click any client's name to open their profile and confirm their bookings.
Click Save in the bottom-right corner after updating your filters.
Changing the Step Action
In Steps, you can change what the workflow does. For example, instead of a general staff task, you could switch the action to an Assistant SMS task so your AI Assistant sends a text message.
When you choose an AI message, add the suggested or strict template you want sent when the workflow's requirements are met. Save the step when you're done.
Pro Tip: Think of a template as a house that's already built. Instead of building from the ground up, you're just renovating a room or two.
Activating Your Workflow
Adding a template doesn't turn it on. Until you activate it, the workflow shows as disabled.
To turn it on, open the workflow's Settings and activate it.
Duplicating a Workflow
If you've built a workflow you like, duplicate it instead of starting over. The copy keeps all of your settings, so you only change what's different.
For example, duplicate your 10th Class Milestone and change Completed Booking Count from 9 to 19 to create a 20th Class Milestone.
Building a Workflow from Scratch
To create a new workflow:
Click New Workflow in the top-right corner.
Choose a starting point. You can pick a schedule-based guide, such as before or after a visit or a package ending. You can also pick an event-based guide, such as coming off the waitlist. Or browse templates, or start completely from scratch.
Name the workflow and choose its baseline, such as before or after a class or visit.
Set the Trigger
In Steps, use the step starter to choose:
What triggers the workflow: Such as an appointment booking, a purchase or matching a filter.
When it should happen: Such as three to four hours before or after.
How often SalesRevv scans: Such as every 15 minutes, every hour or every day.
Click Save Trigger.
Add Steps
Click Add Step to add a task, a filter or a tag.
Filter: Set who matches using custom filters, such as Prospect Type.
Task: Choose what actually happens, such as your AI Assistant sending a message or a general staff task.
Save each step after you create it. You can also move steps up or down to change their order.
Review Settings
In Settings, confirm your filters are correct. This is also where you keep the workflow running, pause it, stop it, activate or deactivate it, or archive it.
Important: Save each step and your settings as you go. If you try to leave without saving, an alert will appear.
Pro Tip: You can build any workflow from scratch, but starting from a template is usually faster. Pick the closest template and adjust it from there.