A flow is a journey a contact walks on its own. Something happens - a client is added, an appointment is booked, an invoice is paid - and the contact gets a message now, another one in two days, and a different one if they did not open the first. You build it once and it runs for everyone.
- 1Open Flows
Go to
Marketing -> Campaigns -> Flowsand press New flow. Start blank, or pick a ready-made one. - 2Choose what starts it
A blank flow opens on Set up trigger. Pick a box under Recommended, or open All triggers, and fill in what that trigger asks for. The next article, Triggers explained, lists all of them.
- 3Choose who can enter and what stops it
The same panel then shows the rest. Under Re-entry, choose whether a person can enter more than once. Press Add under Who can enter for filters, and under Stop the flow for a stop rule. Click the Trigger card any time to come back, and press Change trigger to pick a different one.
- 4Add the steps
Press the plus between steps to add an Email, a Text message, a Wait, a Conditional split, an A/B test, Notify team, Add tag, Update contact or a Webhook.
A flow reads top to bottom: a trigger, then one step at a time. - 5Check the sender
Open Flow settings with the settings button at the top right. You only see what this flow uses: the company, the From name once it has an email, and the sending number and text consent once it has a text. Reply-to, quiet hours, smart sending and UTM tags wait under Advanced.
- 6Turn the messages on
An email step has a Live / Draft switch. A Draft step does not send. Set each message you are happy with to Live.
- 7Save it and go live
Press Update to save your changes, then turn on the Live switch. If the trigger is an audience you are asked: Only people added from now on or Everyone on the list too.
| Ready-made flow | Good for |
|---|---|
| Welcome series | Someone joins your list |
| New lead follow-up | A new lead arrives |
| New client welcome | A new client is added |
| After the appointment | Thank you and a review ask |
| Estimate follow-up | An estimate was sent and is still open |
| Invoice reminder | An invoice is waiting to be paid |
| Onboarding by plan | Different help for different plans |
| Win back | Clients who went quiet |
The rules of a flow
- Who can enter
- Filters on the contact. Anyone who does not match is skipped.
- Re-entry
- No re-entry, allow re-entry every time the trigger happens, or allow re-entry after a time period.
- Stop rule
- A condition checked before every message. When it becomes true the person leaves the flow, for example once they booked or paid.
- Sender settings
- Who the emails come from, including any verified sending domain of your companies.
- Smart sending
- Skips a message when the person already got one from you recently. The default gap is 16 hours.
- UTM tags
- Adds tracking tags to the links in your emails so your website analytics show where visits came from.
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