- Intro
- Use cases
- How it works (events, conditions and actions)
- How it's different from Mailchimp and Klaviyo (hint: it's the actions in CodexFit Automator that set it apart)
- Testing
- Beginner examples
- Advanced/power user examples
Introduction
The Automator Workflow is a powerful feature of CodexFit with a growing list of capabilities. This feature allows you to set up triggers for a variety actions, from the simple to rather complex actions defined by a specific set of conditions.
For more information on events, conditions and actions please see the below articles:
Use cases
The Automator can be used for a few cool things that take a load off some day to day repetitive tasks, sending surprise and delight birthday wishes or a congratulatory milestone emails to your customers to make their day or provide extra information about a booking or subscription they just purchased. You can do things from send an email, to give free credits, to tag a customer, send and SMS requesting reviewing and beyond.
How it works
The Automator can be broken down into 3 key elements, the event, the conditions under which that event takes place, if any, and the resulting action.
- The event would be an action by a customer on the site such as registering an account or purchasing a plan.
- A condition could be attributed to something specific about that event or thing that happened, say a particular plan was purchased, the condition would be set to that plan's handle. A condition is not a requirement and you could have an automator with just an event and an action (for instance, in the case of a birthday).
- The action is the task the automator performs such as sending an email or adding a tag to a customer's account. You can have more than one action run within one automator too.
How it differs from your CRM provider
While sending emails may sound like something you use MailChimp and Klaviyo for, the Automator differs in that it only runs based on actions taken by your customers on the site. This is fairly different from a CRM provider which can do more time based actions or Klaviyo which might send an email when something doesn't happen (i.e. it's been two weeks since they last booking so you want to email them a reminder to come back).
On the whole, we suggest looking at the actions the Automator can do, especially things like giving a free credit bundle, adding a tag or sending an SMS which all set the Automator apart.
Testing
After creating your automator, we always recommend you test it to ensure it triggers the outcome you expect. This can be difficult for Automators where you may be running it after 50 unique attended events. Regardless, you could temporarily change it to 1, for instance. To further ensure it's not triggered for all customers while you test, you can temporarily add a condition of "customers's email" and then have that equals your email address. This way it will only trigger for you as you test.
How to set up your workflow
You can find your Automator Workflow under settings in your dashboard (if you've been given permission to view this powerful tool). When setting one up you can follow the this checklist:
- Name your workflow - something clear so you can navigate back to it later on
- Choose your event - we have pre-defined list of events for you to utilise for your workflow
- Select your logic type (if applicable):
- AND - this means all conditions listed must be met in order to trigger the action
- OR - this means as long as any one of the listed conditions is met, it would trigger the action
- Add conditions (if applicable):
- There are two types of attributes/conditions:
- Predefined conditions - the common use case conditions are listed
- Customised conditions - these are more specialised conditions for more specific use cases and would generally require assistance to set up.
- Filter: You select what sort of matching you're looking for so whether something needs to equal exactly something, contain, etc.
- Value: And this is the value you're looking for. For instance, 5 would be input if you just want to do it for customers with 5 unique bookings.
- There are two types of attributes/conditions:
- Select the actions - we have a set list of actions that you can choose from for the automator to perform
- Choose your limit - how often the automator is run for each event. Once per customer or once per booking or no limit
- Is Enabled? - the automator will only run if it is set to enabled. You can enable it immediately or save it for later.
- Don't forget to save!
Beginner examples
Scenario: I want to send out an email to customers on their birthday with a voucher code.
Here is how you achieve that:
Name: Happy Birthday!
Event: Customer Birthday
Logic: AND
Condition: None (this means the event will trigger every time it's the customer's birthday)
Actions: Send Voucher By Email
- Populate the content inside the action block:
- Send to customer
- Add a subject line
- Add the email content, learn how to add HTML content here.
- Add a voucher code, you can learn how to create a voucher code here. (the Automator copies the code you provide and generates a unique version of it that will retain the exact setup of the base voucher you've created)
Limit: No Limit
Is Enabled: Yes
Scenario: Add a tag to a newly registered member.
Name: New Member
Event: Customer Registered
Logic type: And
Conditions: None
Action: Add Tag
- Enter the tag that you have created for new members, you can read more about how to do this here.
- Customer or Referrer: Customer
Limit: Once per customer
Is Enabled: Yes
Don't forget to create a workflow to remove this tag once they are no longer new, here is an example of how you would create that workflow:
Scenario: Remove new tag from member once they have attended their first booking.
Name: Remove new member tag
Event: Booking attended
Logic type: And
Conditions: Predefined
- Attribute: Customer Total Events Attended
- Filter: =
- Value: 1
Action: Remove Tag
- Enter the tag handle that you have created for new members, you can read more about how to do this here.
- Customer or Referrer: Customer
Limit: Once per customer
Is Enabled: Yes
Scenario: I want to congratulate a customer after they attended 5 classes
Here is how you achieve that:
Name: 5th Class Milestone
Event: Customer Attends Event
Logic: AND
Conditions: Predefined
- Attribute: Total Unique Events Attended
- Filter: =
- Value: 5
Actions: Send SMS to Customer
-
- Include a short SMS that will get sent to the customer (160 characters or less)
Limit: Once per customer
Is Enabled: Yes
*Please note, there is a per SMS fee usually of 5p/message
With a milestone Automator, you can make this more complex by sending customers an email after they attend their 4th event saying they're about to achieve a milestone to entice them to keep going. You would follow the same logic as above but have the condition be 4 events, then maybe send the customer an email and even tag their account so the next time FOH checks in the customer, they can also say congrats (remember, the tag would be added after the 4th event was attended so the tag being added at the 4th means FOH wouldn't see that till the 5th booking). Once you start to dedicate some mind space to consider these, you can create more and more powerful flows to both encourage customers while providing FOH some helpful information. Furthermore, tags are synced to Mailchimp and Klaviyo which may help you with targetting.
Advanced/power user examples
Scenario: A customer has purchased a package plan for in studio and on demand. A hidden plan needs to be added to their account to give them access to on demand videos. You'd also like to include an email with more detail on their membership terms and conditions and add a tag to their customer account to keep visibility in the dashboard.
Name: The Complete Package
Event: Customer Purchased Subscription
Logic type: And
Conditions: Predefined
- Attribute: Plan Handle
- Filter: =
- Value: Plan handle for the plan that is purchased by the customer.
Action: Add Plan
- Enter the plan handle that you have created that is hidden.
- Customer or Referrer: Customer
Action: Send Email
- Populate the content inside the action block:
- Send to customer
- Add a subject line
- Add the email content, learn how to add HTML content here.
Action: Add Tag
- Enter the tag handle that you have created.
- Customer or Referrer: Customer
Limit: Once per customer
Is Enabled: Yes
There would need to be a workflow set up to to also remove the hidden plan should the customer ever cancel their membership, example below:
Scenario: A customer has cancelled their package membership and the hidden on demand membership needs to be removed from their account, add an email to send to confirm the cancellation of their subscription and remove the tag from their account.
Name: Cancellation of Complete Package
Event: Customer Cancelled Subscription
Logic type: And
Conditions: Predefined
- Attribute: Plan Handle
- Filter: =
- Value: Plan handle for the plan that was purchased by the customer.
Action: Remove Plan
- Select the plan that was added for on-demand video
- When: Immediately
- Customer or Referrer: Customer
Action: Send Email
- Populate the content inside the action block:
- Send to customer
- Add a subject line
- Add the email content, learn how to add HTML content here. This email could include a thank you for being a customer and maybe a link to a contact form should they have any questions or feedback
Action: Remove Tag
- Enter the tag handle that you have created.
- Customer or Referrer: Customer
Limit: Once per customer
Is Enabled: Yes
*Please note, this action would be triggered when the original plan is cancelled (i.e. at the end of their billing period which is why we're having the on-demand plan that was added by the Automator cancelled with immediate effect).