Workflows are the backbone of effective automation, allowing businesses to save time, reduce manual tasks, and create a seamless experience for leads and customers. In this post, we’ll explore GHL Workflows—what they are, how to use them, and the benefits of automating your processes. If you want to know how to use workflows in GHL and increase your productivity, this guide will get you started.
What are Workflows?
At their core, workflows are automated sequences of tasks that are triggered by specific events. These events, or “triggers,” kick off a series of actions designed to streamline repetitive tasks. Once set up, workflows run without the need for constant manual intervention. Whether it’s sending follow-up emails, booking appointments, or assigning tasks to your team, workflow automation helps you scale your time efficiently.
Example:
A user submits a form on your website, and you want to:
- Send a confirmation email.
- Notify your team.
- Add the user to your CRM.
With a workflow, this can all happen automatically—without you having to lift a finger!
Workflow Triggers
A trigger is an event that adds a new contact to a workflow. Triggers activate the workflow based on specific conditions or actions, such as booking an appointment or filling out a form. Once the trigger is set, the workflow begins to execute the desired actions.
Common Triggers:
- A contact submits a form.
- A contact books an appointment.
- A contact makes a payment.
- An SMS is replied to.
Workflow Actions
Once a trigger is activated, actions are executed. Actions are tasks that take place as a result of the trigger, such as sending an email, adding a tag to a contact, or updating your CRM. Essentially, actions are what the workflow does after it’s triggered.
Example Actions:
- Send an email.
- Send an SMS message.
- Create a task.
- Add a contact to a campaign.
Actions allow you to automate all kinds of processes, from simple communications to complex customer journeys.
Tasks Worth Automating
Automation can significantly reduce the time spent on repetitive tasks, freeing you up to focus on more important areas of your business. Here are some of the top tasks worth automating using GHL Workflows:
- Lead Nurturing: Automatically send email sequences to nurture leads through your sales funnel.
- Appointment Scheduling: Automate the process of booking appointments with leads and customers.
- Follow-Up Communications: Send follow-up emails or SMS messages after a customer takes action, like visiting your pricing page or downloading content.
- Customer Onboarding: Welcome new customers with automated sequences that include setup instructions and tips for success.
- Feedback Surveys: Gather insights by automatically sending surveys to customers after they purchase or use your service.
- Data Entry & CRM Updates: Automatically update your CRM with contact information from web forms and other platforms.
- Abandoned Cart Recovery: Send automated reminders to customers who abandon their shopping carts.
Workflow Recipes: Pre-Built Templates
New to automation? Workflow Recipes are pre-built templates that help you get started quickly. These templates cover common use cases such as lead nurturing, customer onboarding, and appointment scheduling. By using a pre-built recipe, you can save time and reduce the learning curve of building workflows from scratch.
How to Use a Recipe:
- Create a new workflow.
- Select the “Recipe” option.
- Customize the template to fit your needs.
How to Create a Workflow in GHL
Building a workflow from scratch can seem daunting, but it’s a simple three-step process:
Step 1: Choose a Trigger
The trigger is the event that starts the workflow. To select a trigger, go to the workflow builder, click “Add Trigger,” and choose from the available options (e.g., form submission, appointment booked, payment made).
Step 2: Add Trigger Filters (Optional)
Filters help you refine the conditions that trigger the workflow. For instance, if you only want the workflow to activate for incoming calls from a specific number, you can add a filter to narrow down the trigger.
Step 3: Add Workflow Actions
Once the trigger is set, you can start adding actions. Actions dictate what happens next in the workflow, whether it’s sending an email, tagging a contact, or moving a deal to the next stage of your pipeline.
Types of Advanced Workflows
As you become more familiar with workflows, you’ll start to explore advanced features that can add even more power to your automation. Here are some advanced options you can incorporate into your workflows:
IF/Else Conditions
These allow you to split a workflow into different paths based on conditions. For example, if a lead is tagged as “hot,” they can receive a more aggressive sales sequence, while a “cold” lead might be nurtured more slowly.
Chaining Multiple Workflows Together
Sometimes, one workflow isn’t enough. In such cases, you can chain workflows together to handle different stages of a sales pipeline or customer journey.
Webhooks (Triggers & Actions)
Webhooks enable you to integrate GHL with external platforms. You can use webhooks as triggers to start workflows or as actions to send data to other systems. For example, you can automatically add a contact from another CRM to GHL using a webhook.
Troubleshooting Common Workflow Issues
Even with the best setups, workflows can sometimes fail to operate as expected. Here are a few troubleshooting tips:
- Test with a Fresh Contact: Reusing the same contact for tests can cause unexpected behavior. Delete the contact and try again with a fresh one.
- Check Filters: Ensure that your filters are set correctly, as they can prevent the workflow from triggering when conditions aren’t met.
- Enable Reentry: If you want a contact to go through the same workflow more than once, make sure the “Allow Reentry” setting is enabled.
Benefits of Workflow Automation
Using GHL Workflows offers numerous benefits that can transform how you manage your business processes:
- Time-Saving: Automate repetitive tasks, freeing you to focus on strategic initiatives.
- Consistency: Ensure that every lead, client, and customer receives the same experience with no human error.
- Scalability: As your business grows, workflows handle increased volume without extra effort on your part.
- Customer Satisfaction: Automated follow-ups and communication create a better experience for leads and customers, keeping them engaged.
- Cost Efficiency: Reduce the need for manual labor, leading to savings in both time and resources.
Final Thoughts: Get Started with GHL Workflows Today
By mastering workflow automation in GHL, you can scale your business, improve customer experiences, and save countless hours. Whether you’re automating lead nurturing, appointment scheduling, or customer follow-ups, workflows help you run your business on autopilot. Start with simple triggers and actions, then explore advanced features like IF/Else conditions and webhooks to build robust, scalable automations tailored to your needs.
Automating tasks is no longer a luxury—it’s a necessity for any business looking to stay competitive. So what are you waiting for? Dive into GHL Workflows and watch your productivity soar!
