Workflows

Workflows

Build, configure, and optimize automation workflows — the operational backbone of the AI Growth System®.

Overview

Workflows are the automation engine of the AI Growth System. Every automated action — follow-up sequences, lead routing, appointment reminders, review requests — runs through the workflow builder.

This section covers workflow architecture from basic triggers to advanced multi-branch logic.

When to Use

  • Automating lead follow-up sequences
  • Building appointment reminder chains
  • Creating pipeline stage automations
  • Setting up conditional routing logic
  • Implementing re-engagement campaigns

Dependencies

  • Core Setup — Account must be configured
  • CRM — Pipelines and custom fields must exist
  • Email or SMS — For communication actions

Workflow Builder Basics

Triggers

Every workflow starts with a trigger. Common triggers include:

TriggerFires When
Contact CreatedNew contact added to CRM
Pipeline Stage ChangedContact moves in pipeline
Form SubmittedFunnel or form submission
Tag AddedSpecific tag applied to contact
Appointment BookedCalendar booking confirmed
Custom Date ReminderDate-based field trigger

Actions

Actions execute after a trigger fires:

  • Send Email — Template or custom email
  • Send SMS — Text message delivery
  • Wait — Time delay (minutes to days)
  • If/Else — Conditional branching
  • Add Tag — Apply contact tag
  • Move Pipeline — Change pipeline stage
  • Internal Notification — Alert team members
  • Webhook — External API call

Step-by-Step: Basic Follow-Up Workflow

  1. Create a new workflow
  2. Set trigger: Form Submitted → select your target form
  3. Add action: Send Email → select welcome email template
  4. Add action: Wait → 1 day
  5. Add action: Send SMS → follow-up text
  6. Add action: Wait → 2 days
  7. Add action: If/Else → check if contact booked appointment
  8. Yes branch: Add tag “Booked”
  9. No branch: Send email → second follow-up
  10. Publish workflow

Common Mistakes

  1. No deduplication — Same contact triggers workflow multiple times
  2. Missing wait steps — All messages fire instantly
  3. No exit conditions — Contacts stuck in loops
  4. Ignoring timezone — Messages sent at 3 AM
  5. Over-automation — Too many messages too fast

Advanced Configuration

Advanced workflow patterns include multi-branch conditional logic, custom webhook integrations, and cross-workflow triggers. These are covered in the advanced workflows section.

  • Email — Email templates used in workflow actions
  • SMS — SMS templates for text actions
  • CRM — Pipeline and contact data for conditions
  • Voice AI — AI-triggered workflow integrations
  • Funnels — Form submissions as workflow triggers