Setting Up Lead Launchpad - Intro Appointment Prep

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20 steps
2 minutes

Wodify

Before you begin: 1. Remember to refer to our [Best Practices Guide](https://scribehow.com/shared/Workflows_Best_Practices__vu27TN7dTkGbKuzfdMHtnQ?referrer=documents) for our suggestions when editing Workflows! 2. Watch this [video tour](https://wodify.hubs.vidyard.com/watch/gdVvCymeCz9m7Wum53PV1A) of the Workflows Builder!

Log into Wodify and access the Workflow Builder.

You can find this workflow by: - Going to your Location Project - Wodify Bundles folder - Your industry folder type (Functional Fitness, Jiu Jitsu, Universal) - Lead Nurture folder - Recipes folder Click on the recipe called Lead Launchpad - Intro Appointment Prep

Be sure to click EDIT RECIPE to open the editor portion of the builder. This recipe will trigger when a lead has booked a free intro appointment (**Step 1**). This workflow will send reminders to the lead about their booked appointment. As always, **Step 2** shows the error monitoring. As a reminder, when an error occurs, the workflow will stop, and you will get an email that details the errors. If you cannot troubleshoot on your own, forward the email to support@wodify.com

**Step 4** will grab the lead's information from the lead profile. **Step 5** will grab the lead's signed waiver if you required one to book the appointment.

**Step 6** will check to see who is assigned as the provider for the appointment. **Step 7-8** will send an email to the lead signed by the provider letting them know about their upcoming booked appointment. *This email can be found and edited by going to Workflows > Email Templates and searching the template name "Your Upcoming Intro Appointment"* **Step 9** will send a text message to the lead thanking them for booking and **Step 10** will create a task for the provider to call the lead and confirm the appointment. **If our system is unable to pull a provider:** **Steps 12-14** will send the same communications (email and text) signed from the business and assign a task to either an individual or a group of employees based on your settings.

**Step 15** will then pull the amount of time between when this step is fired and the start of the appointment. *We are looking to see how long between NOW and the start of class is.* **Step 16** is going to check if the time is greater than 24 hours. If there is more than 24 hours between now and starting, the workflow will complete **Steps 17-25** to send communication at the 24 hour mark. If there is less than 24 hours between booking and starting, the workflow will skip to **Step 26.**

**If now is more than 24 hours from start time:** **Step 17** will force the workflow to wait until the 24 hour mark prior to class. **Step 18** will check to see if the lead is still reserved for the class. If the lead has canceled their booking, **Steps 19 and 20** will remove the lead from the workflow.

If the lead is still set to come to the booked appointment, **Steps 22-23** will send an email to the lead reminding them of their appointment signed by the provider of the appointment. **Step 25** will send the same email signed by the business if there is no coach assigned to the class.

**Step 26** will check to see if the time (NOW) is more than 12 hours before the start of the appointment. If there are more than 12 hours between now and the start of the appointment, the workflow will complete **Steps 27-35**. If there are less than 12 hours between now and the start of class, the workflow will skip to **Step 36.**

**If the time (now) is more than 12 hours from the start of class:** **Step 27** will cause the workflow to wait until the 12 hour mark prior to the start of class. **Step 28** will check to see if the lead is still reserved for the class. If the lead has canceled their booking, **Steps 29 and 30** will remove the lead from the workflow

If the lead is still set to come to the booked appointment, **Steps 32-32** will send a text to the lead reminding them of their appointment signed by the coach of the class. **Step 35** will send the same text signed by the business if there is no coach assigned to the class.

**Step 36** will then force the Workflow to wait one hour before the start of the appointment. **Step 37** will check to see if the lead is still reserved for the class. If the lead has canceled their booking, **Steps 38 and 39** will remove the lead from the workflow

If the lead is still set to come to the appointment 1 hour prior, **Steps 41-42** will send an SMS to the lead reminding them of their appointment signed by the provider. If no provider can be found, **Step 44** will send the same text message signed from the business.

**Step 45** will then wait until 2 hours after the appointment ends.

**Step 46** will check to see if a new appointment has been booked or if the lead has bought a membership If the lead has booked a second appointment, or a free trial class, the workflow will end. If the lead bought a membership and was converted to a client, the workflow will end. If no new appointments or free trials have been booked and the lead has not been converted to a client the workflow will continue at **Step 52**.

If there is a provider attached to the appointment, **Step 54** and **Step 55** will assign 2 tasks to the provider. The first task is to verify the Trial appointment status and sign the lead in if they came. The second task is a reminder to call the lead if they did not come to the appointment. If there is not provider for the appointment service, these **Step 57** and **Step 58** will assign the task to an employee or group of employees of your choice.

Click "Save" to save any changes you've made.

Click "Exit" to leave editor mode

Click "Start Recipe" to enable this recipe!