Overview & Video
This article will overview the pre-loaded workflows in your Grow account. The video below and following steps will walk you through the process of managing leads, members, and non-members within Grow. It focuses on how data flows between Core, Grow & the Website to automate your communication with leads, members and non-members.
Workflows and Folders in Grow
Information flows into Grow based first based on the Tag from the Core system.
Lead Tags: Managed in the "New Leads" folder.
Members: Managed in the "Member Management" folder.
Non-members: Managed in the "Drop-ins" folder.
Understanding 'New Leads' Classification
The 'New Leads' in Grow refer to individuals who have performed specific actions within the platform, such as making a booking or engaging with workflows. This classification depends on the system’s configured workflows and the expected actions defined by the system. By understanding these triggers, you can better design workflows and lead tagging systems to align with your organization's goals.
Each folder contains corresponding workflows, which are the automated processes triggered by specific actions, such as submitting forms on your website or adding plans in the core system or from a landing page.
You can begin setting up workflows in Grow even before completing onboarding. Since the account includes custom workflows synced to the GHL system, it’s essential to review existing workflows to avoid conflicts. Proceed carefully and adjust your setup to align with existing workflows if necessary. This ensures a smooth integration and avoids disruptions.
These tags are vital because they determine which workflow gets triggered or started. For instance, a lead from the website is funneled into the "Lead Tag Added" workflow, where the system checks if the person should be routed toward a free trial or the Warm Leads stage of your Opportunities section.
Common Issues with Workflow Automation
A frequent issue users face while using Grow workflows is that new leads are not tagged correctly. This issue can typically be traced back to configuration settings:
Workflow Configurations: Check the category settings in the 'Lead Tag Added' workflow. Confirm that they are updated and match the intended tagging logic. Issues can occur when categories are not correctly configured within the workflow settings. Addressing these configuration issues often resolves tagging errors.
Workflows and Automation
Once a tag is applied, various workflows kick in. Here are three examples,
When the "Lead Tag" is added, the system waits briefly, checks if it’s associated with a trial, and then triggers the relevant actions (like sending notifications and adjusting their stage in opportunities).
When the "Member Tag" is added, the system looks for membership data from Core, and will perform actions of adding a membership tag in Grow. This can initiate member workflow initiates, managing things like welcome emails, new member journeys, committed club workflows and more! To ensure your Welcome email workflow targets all new memberships, including free trials, follow these steps:
Update Workflow Trigger: Adjust the "Membership New Signup" trigger to include all new memberships, including free trials.
Filter Drop-ins: Exclude drop-ins to prevent unnecessary triggers.
Limit Workflow Entry: Configure the workflow so that members can enter it only once, ensuring they receive the Welcome email only once.
The "Non-member Tag" leads to 2 simple workflows that send communication drop-ins or other visitor plans. This will ensure you are not pestering visitors to sign up for a membership but instead thanking them for coming and asking for a 5-star review!
Detailed Example – Free Trials
If someone signs up for a free trial, the "Lead Tag" is added first, and the system routes the user to a trial workflow. In this workflow, several things happen:
The system checks if the person signed up for a trial, waits a few minutes, and then adds a **Trial Tag**.
Unnecessary tags are removed, and notifications (via a green bell icon) are sent to staff, signaling that this person is now in the "Trial" section.
As the client progresses, more specific workflows, like booking classes or follow-ups, are triggered based on their interactions. These specific interactions are found in the Trials folder workflows.
Notifications and Messaging
The system uses internal notifications and messages to communicate with both staff and clients:
Green Bell Icon: Internal notification to staff, helping them track client activity. Internal notifications can be toggled to All Staff, 1 Particular Staff Member, or the User Assigned to the Contact. Internal notifications can be delivered to staff 3 ways
Grow App Notifications
SMS Message
Email
Green Chat Bubble Icon: indicates SMS message that is delivered to either leads or members.
Green Envelope Icon: Indicate Email that is delivered to either leads or members.
For example, if a person fills out a "Contact Us" form, the workflow starts with three notifications to the staff (through the app and text messages), and then messages begin to go out to the client.
Ex-member Workflow
When a member cancels their subscription, their tag changes to "Ex-Member", and this triggers workflows that help manage their exit or re-engagement if needed. To manage these changes effectively:
Create an Ex-Member Win Back Workflow: Trigger this workflow by applying the "ex-member" tag to a contact.
Set Workflow Status to Draft: If the workflow already exists, review and adjust it before activating.
Avoid Unnecessary Changes: Other workflows typically do not require updates related to this status change.
Tracking Workflow Progress
You can trace a lead or member’s journey within the system by following the workflows. Each step is visible, showing the exact triggers and actions taken (e.g., when notifications were sent or when tags were applied). This transparency makes it easier to diagnose where a process may need adjustment.
Troubleshooting Workflow Issues
Follow these steps to ensure your workflows are correctly configured and tagging leads as intended:
Inspect Workflow Automation Settings: Verify that all configured workflows, like 'Lead Tag Added,' are set up according to your needs.
Update Categories: If workflows aren't tagging correctly, check and update the categories to ensure they align with the desired logic.
Test Workflow Performance: Use a test lead to verify whether tagging works as expected after making adjustments.
Consult Setup Logs: Review logs for any errors in automation that might give insight into why tags are not being applied.
Review Workflow Conflicts: Before activating workflows, ensure they do not conflict with existing ones, especially those synced with the GHL system. Use the Draft status to test and adjust workflows before finalizing.
This overview shows how well-organized workflows and tagging can automate and streamline client management, making it easier to keep track of each person’s journey and ensuring that the right actions are taken at the right time.