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/gWX2SEw6vvo4E5KRGEPHLu?) 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.

3
Enroll Lead in Workflow
Enrolls lead into the workflow
4
Get Lead
Pulls lead information
5
Get Lead Waiver Q&A
Pulls information from signed waiver.
6
IF 
Provider
Step 1
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
7
Get Employee
Pulls provider information
8
Send Email: Lead-[Functional Fitness,Universal]-Your Upcoming Intro Appointment at Location Name
Sends email to lead
9
Send SMS
Sends SMS to lead
10
Create Task: Confirm free intro:
Creates a task for the provider
11
ELSE do the following steps
When provider is not present, continue down this branch.
12
Send Email: Lead-[Functional Fitness,Universal]-Your Upcoming Intro Appointment at Location Name
Sends email to the lead
ERROR FOUND?
Yes

**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 &gt; 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.

3
Enroll Lead in Workflow
Enrolls lead into the workflow
4
Get Lead
Pulls lead information
5
Get Lead Waiver Q&A
Pulls information from signed waiver.
6
IF 
Provider
Step 1
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
7
Get Employee
Pulls provider information
8
Send Email: Lead-[Functional Fitness,Universal]-Your Upcoming Intro Appointment at Location Name
Sends email to lead
9
Send SMS
Sends SMS to lead
10
Create Task: Confirm free intro:
Creates a task for the provider
11
ELSE do the following steps
When provider is not present, continue down this branch.
12
Send Email: Lead-[Functional Fitness,Universal]-Your Upcoming Intro Appointment at Location Name
Sends email to the lead
13
Send SMS
Sends SMS to lead
14
Create Task: Confirm free intro:
Creates a task for any admin
15
Create variable Time until Appointment
Creates a variable to search for time until appointment starts
ERROR FOUND?
Yes

**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.**

6
IF 
Provider
Step 1
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
8
Send Email: Lead-[Functional Fitness,Universal]-Your Upcoming Intro Appointment at Location Name
Sends email to lead
9
Send SMS
Sends SMS to lead
10
Create Task: Confirm free intro:
Creates a task for the provider
11
ELSE do the following steps
When provider is not present, continue down this branch.
12
Send Email: Lead-[Functional Fitness,Universal]-Your Upcoming Intro Appointment at Location Name
Sends email to the lead
13
Send SMS
Sends SMS to lead
14
Create Task: Confirm free intro:
Creates a task for any admin
15
Create variable Time until Appointment
Creates a variable to search for time until appointment starts
16
IF 
Time until Appointment
Step 15
 greater than 24.hours
Checks to see if the time until appointment is greater than 24 hours- if it is go down 'YES' branch. If it is less than 24 hours, go down 'NO' branch
Yes
No
17
Wait for specified length of time
Wait until 24 hours before the appointment
18
Call Functional Fitness | Lead Nurture | FUNC | Check enrollment, Check if Booking Status =! Booked or Attended, Return Booking Info
Check if appointment has been booked or attended
19
IF 
Is Stop Job
Step 18
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
20
STOP job
Stops the workflow
21
IF 
Provider
Step 18
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
22
Get Employee
Pulls provider information
ERROR FOUND?
Yes

**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.

6
IF 
Provider
Step 1
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
9
Send SMS
Sends SMS to lead
10
Create Task: Confirm free intro:
Creates a task for the provider
11
ELSE do the following steps
When provider is not present, continue down this branch.
12
Send Email: Lead-[Functional Fitness,Universal]-Your Upcoming Intro Appointment at Location Name
Sends email to the lead
13
Send SMS
Sends SMS to lead
14
Create Task: Confirm free intro:
Creates a task for any admin
15
Create variable Time until Appointment
Creates a variable to search for time until appointment starts
16
IF 
Time until Appointment
Step 15
 greater than 24.hours
Checks to see if the time until appointment is greater than 24 hours- if it is go down 'YES' branch. If it is less than 24 hours, go down 'NO' branch
Yes
No
17
Wait for specified length of time
Wait until 24 hours before the appointment
18
Call Functional Fitness | Lead Nurture | FUNC | Check enrollment, Check if Booking Status =! Booked or Attended, Return Booking Info
Check if appointment has been booked or attended
19
IF 
Is Stop Job
Step 18
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
20
STOP job
Stops the workflow
21
IF 
Provider
Step 18
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
22
Get Employee
Pulls provider information
23
Send Email: Lead-[Functional Fitness,Universal]-📆 Reminder: Your Upcoming Intro Appointment at Location Name
Sends email to the lead
ERROR FOUND?
Yes

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.

Yes
No
17
Wait for specified length of time
Wait until 24 hours before the appointment
18
Call Functional Fitness | Lead Nurture | FUNC | Check enrollment, Check if Booking Status =! Booked or Attended, Return Booking Info
Check if appointment has been booked or attended
19
IF 
Is Stop Job
Step 18
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
20
STOP job
Stops the workflow
21
IF 
Provider
Step 18
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
22
Get Employee
Pulls provider information
23
Send Email: Lead-[Functional Fitness,Universal]-📆 Reminder: Your Upcoming Intro Appointment at Location Name
Sends email to the lead
24
ELSE do the following steps
When provider is not present, continue down this branch.
25
Send Email: Lead-[Functional Fitness,Universal]-📆 Reminder: Your Upcoming Intro Appointment at Location Name
Sends email to the lead

**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.**

16
IF 
Time until Appointment
Step 15
 greater than 24.hours
Checks to see if the time until appointment is greater than 24 hours- if it is go down 'YES' branch. If it is less than 24 hours, go down 'NO' branch
Yes
No
19
IF 
Is Stop Job
Step 18
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
21
IF 
Provider
Step 18
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
22
Get Employee
Pulls provider information
23
Send Email: Lead-[Functional Fitness,Universal]-📆 Reminder: Your Upcoming Intro Appointment at Location Name
Sends email to the lead
24
ELSE do the following steps
When provider is not present, continue down this branch.
25
Send Email: Lead-[Functional Fitness,Universal]-📆 Reminder: Your Upcoming Intro Appointment at Location Name
Sends email to the lead
26
IF 
Time until Appointment
Step 15
 greater than 12.hours
Checks to see if the time until class is greater than 12 hours- if it is go down 'YES' branch. If it is less than 12 hours, go down 'NO' branch
Yes
No
27
Wait for specified length of time
Wait until 12 hours before the appointment
28
Call Functional Fitness | Lead Nurture | FUNC | Check enrollment, Check if Booking Status =! Booked or Attended, Return Booking Info
Check if appointment has been booked or attended
29
IF 
Is Stop Job
Step 28
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
30
STOP job
Stops the workflow
31
IF 
Provider
Step 28
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
32
Get Employee
Pulls provider information
33
Send SMS
Sends SMS to lead
ERROR FOUND?
Yes

**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

Yes
No
27
Wait for specified length of time
Wait until 12 hours before the appointment
28
Call Functional Fitness | Lead Nurture | FUNC | Check enrollment, Check if Booking Status =! Booked or Attended, Return Booking Info
Check if appointment has been booked or attended
29
IF 
Is Stop Job
Step 28
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
30
STOP job
Stops the workflow
31
IF 
Provider
Step 28
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
32
Get Employee
Pulls provider information
33
Send SMS
Sends SMS to lead
34
ELSE do the following steps
When provider is not present, continue down this branch.
35
Send SMS
Sends SMS to lead

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.

16
IF 
Time until Appointment
Step 15
 greater than 24.hours
Checks to see if the time until appointment is greater than 24 hours- if it is go down 'YES' branch. If it is less than 24 hours, go down 'NO' branch
Yes
No
26
IF 
Time until Appointment
Step 15
 greater than 12.hours
Checks to see if the time until class is greater than 12 hours- if it is go down 'YES' branch. If it is less than 12 hours, go down 'NO' branch
Yes
No
27
Wait for specified length of time
Wait until 12 hours before the appointment
28
Call Functional Fitness | Lead Nurture | FUNC | Check enrollment, Check if Booking Status =! Booked or Attended, Return Booking Info
Check if appointment has been booked or attended
29
IF 
Is Stop Job
Step 28
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
30
STOP job
Stops the workflow
31
IF 
Provider
Step 28
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
32
Get Employee
Pulls provider information
33
Send SMS
Sends SMS to lead
34
ELSE do the following steps
When provider is not present, continue down this branch.
35
Send SMS
Sends SMS to lead
36
Wait for specified length of time
Wait until 1 hour before the appointment
37
Call Functional Fitness | Lead Nurture | FUNC | Check enrollment, Check if Booking Status =! Booked or Attended, Return Booking Info
Check if appointment has been booked or attended
38
IF 
Is Stop Job
Step 37
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
39
STOP job
Stops the workflow
ERROR FOUND?
Yes

**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

26
IF 
Time until Appointment
Step 15
 greater than 12.hours
Checks to see if the time until class is greater than 12 hours- if it is go down 'YES' branch. If it is less than 12 hours, go down 'NO' branch
Yes
No
29
IF 
Is Stop Job
Step 28
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
30
STOP job
Stops the workflow
31
IF 
Provider
Step 28
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
32
Get Employee
Pulls provider information
33
Send SMS
Sends SMS to lead
34
ELSE do the following steps
When provider is not present, continue down this branch.
35
Send SMS
Sends SMS to lead
36
Wait for specified length of time
Wait until 1 hour before the appointment
37
Call Functional Fitness | Lead Nurture | FUNC | Check enrollment, Check if Booking Status =! Booked or Attended, Return Booking Info
Check if appointment has been booked or attended
38
IF 
Is Stop Job
Step 37
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
39
STOP job
Stops the workflow
40
IF 
Provider
Step 37
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
41
Get Employee
Pulls provider information
42
Send SMS
Sends SMS to lead
43
ELSE do the following steps
When provider is not present, continue down this branch.
ERROR FOUND?
Yes

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.

26
IF 
Time until Appointment
Step 15
 greater than 12.hours
Checks to see if the time until class is greater than 12 hours- if it is go down 'YES' branch. If it is less than 12 hours, go down 'NO' branch
Yes
No
34
ELSE do the following steps
When provider is not present, continue down this branch.
35
Send SMS
Sends SMS to lead
36
Wait for specified length of time
Wait until 1 hour before the appointment
37
Call Functional Fitness | Lead Nurture | FUNC | Check enrollment, Check if Booking Status =! Booked or Attended, Return Booking Info
Check if appointment has been booked or attended
38
IF 
Is Stop Job
Step 37
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
39
STOP job
Stops the workflow
40
IF 
Provider
Step 37
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
41
Get Employee
Pulls provider information
42
Send SMS
Sends SMS to lead
43
ELSE do the following steps
When provider is not present, continue down this branch.
44
Send SMS
Sends SMS to lead
ERROR FOUND?
Yes

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

38
IF 
Is Stop Job
Step 37
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
39
STOP job
Stops the workflow
40
IF 
Provider
Step 37
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
41
Get Employee
Pulls provider information
42
Send SMS
Sends SMS to lead
43
ELSE do the following steps
When provider is not present, continue down this branch.
44
Send SMS
Sends SMS to lead
45
Wait until the specified time
Wait until 2 hours after the appointment ends
46
Call Universal | Lead Nurture | FUNC | Check enrollment, Check if Lead Status =! New, Contacted, or Trial, Check for Booking or Reservations =>0, Return Lead, Booking and Reservations Info
Check for change in lead status and check for any new reservations and/or bookings for the lead.
47
IF 
Is Stop Job
Step 46
 is true
Yes
No
48
STOP job
49
IF 
Booking status
Step 46
 does not equal Booked
Yes
No
50
Unenroll Client from this Workflow
51
STOP job
52
IF 
Provider ID
Step 46
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
53
Get Employee
Pulls provider information
54
Create Task: Verify Trial Appointment Status -
Creates a task for the provider
ERROR FOUND?
Yes

**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**.

38
IF 
Is Stop Job
Step 37
 is true
If appointment has been booked or attended, stop the workflow. If not, continue the workflow.
Yes
No
40
IF 
Provider
Step 37
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
41
Get Employee
Pulls provider information
42
Send SMS
Sends SMS to lead
43
ELSE do the following steps
When provider is not present, continue down this branch.
44
Send SMS
Sends SMS to lead
45
Wait until the specified time
Wait until 2 hours after the appointment ends
46
Call Universal | Lead Nurture | FUNC | Check enrollment, Check if Lead Status =! New, Contacted, or Trial, Check for Booking or Reservations =>0, Return Lead, Booking and Reservations Info
Check for change in lead status and check for any new reservations and/or bookings for the lead.
47
IF 
Is Stop Job
Step 46
 is true
Yes
No
48
STOP job
49
IF 
Booking status
Step 46
 does not equal Booked
Yes
No
50
Unenroll Client from this Workflow
51
STOP job
52
IF 
Provider ID
Step 46
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
53
Get Employee
Pulls provider information
54
Create Task: Verify Trial Appointment Status -
Creates a task for the provider
55
Create Task: Reach out to lead if no-showed -
Creates a task for the provider
56
ELSE do the following steps
When provider is not present, continue down this branch.
ERROR FOUND?
Yes

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.

45
Wait until the specified time
Wait until 2 hours after the appointment ends
46
Call Universal | Lead Nurture | FUNC | Check enrollment, Check if Lead Status =! New, Contacted, or Trial, Check for Booking or Reservations =>0, Return Lead, Booking and Reservations Info
Check for change in lead status and check for any new reservations and/or bookings for the lead.
47
IF 
Is Stop Job
Step 46
 is true
Yes
No
48
STOP job
49
IF 
Booking status
Step 46
 does not equal Booked
Yes
No
50
Unenroll Client from this Workflow
51
STOP job
52
IF 
Provider ID
Step 46
 is present
Check for provider and if provider is present continue down 'YES' branch. If not, go to 'NO' branch
Yes
No
53
Get Employee
Pulls provider information
54
Create Task: Verify Trial Appointment Status -
Creates a task for the provider
55
Create Task: Reach out to lead if no-showed -
Creates a task for the provider
56
ELSE do the following steps
When provider is not present, continue down this branch.
57
Create Task: Verify Trial Appointment Status -
Creates a task for a segment
58
Create Task: Reach out to lead if no-showed -
Creates a task for a segment
ERROR FOUND?
Yes

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

Lead Launchpad- Intro Appointment Prep
RECIPE
TEST JOBS
Save
Test recipe
Refresh
Exit

Click "Start Recipe" to enable this recipe!

Projects
Rowan Beiter Demo/Wodify Bundles/Functional Fitness/Lead Nurture/Recipes
Lead Launchpad- Intro Appointment Prep
: Recipe
Lead Launchpad- Intro Appointment Prep
Edit recipe
Start recipe

Setting Up Lead Launchpad - Intro Appointment Prep