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Learn everything you need to know about iClosed workflows and how they can make your notifications be even more effective

Updated over a month ago

Available with Business and Enterprise subscription plans only

Setting up Event Notifications is part of the event setup, but if you've ever wondered how to include more customized notifications, with different content than the ones set in event notifications, iClosed Workflow Automations feature is the right place to go.

You'll be able to set here:

  • Events → to which workflow should be applied

  • Triggers → when the workflow should kick in

  • Actions → what action the workflow should take

Here's a quick introduction video about Workflows.
​

Setting up Workflows

Before we start, bear in mind that you may have already set Event Notifications (Confirmation Email and/or Cancellation Email and/or Email Reminders and/or SMS Reminders).

Review them quickly, to avoid overloading invitees (leads) inbox and to ensure all automated communication is planned out in detail.

Pro tips

Workflow automation emails will be sent out from iClosed "no reply" domain by default, unlike Event Notifications section inside Event setup, where you will be able to choose between hosts email domain (according to the connected calendar in Calendar connections) or iClosed "no reply".

Navigate to AI Scheduler → Automations and hit "Create Workflow" button to start.

Setting up Workflow details

Workflow details are the first step for building the Workflow, where you need to:

  1. set Workflow name
    for example: Thank you/confirmation email to invitees
    ​

  2. select Events the workflow should be applied to
    choose between a single or multiple events that you've created

Defining Workflow triggers

After you've defined the name and selected events to which your workflow should apply to, next step is to set triggers, and here're the available options:

  1. After new Event is booked
    good for customizing a time when the confirmation email should be sent out, since confirmation email from event setup goes out immediately after the call is scheduled by default.
    ​

  2. Before Event starts
    Excellent for customizing reminder emails, providing different variations of a reminders. Event notification reminders are by default in same template.
    ​

  3. After Event starts
    Sending additional resources automatically via email, after the event has started, while you're informing the lead about it in person
    e.g. "Thank you for joining the call, we will send you all additional information and resources via email so you don't have to take detailed notes during the call"
    ​

  4. After Event ends
    Excellent for providing additional resources or information to the lead after the meeting.
    e.g. Thank you once again for the time to attend our call today. Here's the sign up link to our platform, and find all articles about our platform in our Help center here"
    ​

  5. After Event is cancelled
    Very good if you want to customize timing of the email after the call is cancelled, or even for reinviting people to schedule new call from the link in the email.

After selecting one of the available triggers, the next step is to define trigger time, by selecting out of two options:

  • Immediately after new event is booked (checked by default) or
    ​

  • Specific time

    • Enter number and

    • Choose between minutes, hours or days

Workflow Actions explained

Once you've defined "To which Events" workflow should apply to and "When the action should happen", it's time to set up "The What" should workflow automation do.

Setting up actions is the final step of the Workflow builder, where you can select one out of three following actions:

  • Send email to Invitee
    ​

  • Send email to Host
    ​

  • Send SMS (text message) to Invitee

Each of these three actions will offer you to choose:

  1. Language

  2. Predefined template that you can choose and customize accordingly

  3. Or simply start from scratch with "Custom" option selected

Maximum number of Actions per Workflow is five.

Action: Send email to Invitee explained

Perfect for additional customization of email reminders.

Choose language

Choose to be the same language as you're already using for your Events.

Available languages are:

  • English

  • French

  • Japanese

  • German

  • Dutch

  • Italian

  • Portuguese

  • Spanish

Template: Custom

Write email from scratch, define the subject, and email body up to 1500 characters and with all variables (merge fields) available.

Template: Reconfirmation

Email template used for asking Invitee to send confirmation about Event attendance.

  • Subject → Confirm that you'll be attending Event Name with Closer Name

  • Body →
    Hi Invitee First Name

    Please confirm that you will be attending Event Name on Event Date at Event Time.

    Warmly,

    Closer Name

Template: Reminder

Sending a different variation of a reminder email to the Invitee, from the one set in Event → Notifications

  • Subject → Reminder: Event Name with Closer Name at Event Time on Event Date

  • Body →
    Hi Invitee First Name,

    This is a friendly reminder that your Event Name with Closer Name is at Event Time on Event Date.

    Event Location

    Best,

    Closer Name

  • note that in Event → Notifications you can choose more than one reminder, but you wouldn't be able to send different template variations.
    Therefore, combining one email reminder from Event → Notifications with different reminder email from Workflows, sent at different times, is the best way to do it

Template: Request follow up

Perfect for asking Invitee to choose new time after you agreed to take another, follow up call.

  • Subject → Ready to schedule the next Event Name

  • Body →
    Hi Invitee First Name,

    Thanks for attending Event Name

    Let's get another meeting on the books. Please use Event Link to schedule our next Event Name

    Looking forward to our follow-up. Don't hesitate to reach out if you have any feedback or questions.

    Best,

    Closer Name

Template: Thank you

Thanking an Invitee for the time spent on the call with you is simply professional, but not just that. Invitees (Leads/Customers) love when they feel respected.

  • Subject → Thanks for your time!

  • Body →
    Hi Invitee First Name,

    Thanks for attending Event Name

    Don't hesitate to reach out if you have any questions.

    Thanks,

    Closer Name

Action: Send email to Host explained

iClosed made it available for you to customize emails sent to event hosts, just in case they need a reminder about their upcoming calls.

Choose language

Choose to be the same language as you're already using for your Events.

Available languages are:

  • English

  • French

  • Japanese

  • German

  • Dutch

  • Italian

  • Portuguese

  • Spanish

Template: Custom

Prepare automated emails for your hosts written from scratch, define the subject, and email body in up to 1500 characters and with all variables (merge fields) available.
​

Template: Reminder to Host

Fantastic for Hosts (Closers) that are handling events on the go, by phone and who are not by their computer all the time.

By utilizing these internal reminders, such hosts would have access to all relevant information about the upcoming events in their inbox.

  • Subject → Reminder: Event Name with Invitee First Name Invitee Last Name at Event Time on Event Date
    ​

  • Body →
    Hi Closer Name,

    This is a friendly reminder that your Event Name with Invitee First Name Invitee Last Name is at Event Time on Event Date.

    Event Location

    Thanks,

Action: Send text to invitee explained

Attention

SMS text messages can be turned on by account Super Admin within the Event in order to be sent out from Workflows.
​
In case you've selected an Event without SMS turned on, SMS messages will not be sent out.
​
SMS Reminders comes at additional cost and require setting up your
​SMS Credits Wallet (learn more about SMS pricing here).


To ensure SMS sending without interruption, we recommended to turn on automatic recharge in the Settings → Billing, in order to keep your wallet balance topped up all the time.

Bear in mind that SMS text messages can go up to nine (9) text message segments (parts). One message segment goes up to ~160 characters and every message segment will count against your credit in the wallet.
​

Therefore, please keep your SMS as short as possible.

Choose language

Choose to be the same language as you're already using for your Events.

Available languages are:

  • English

  • French

  • Japanese

  • German

  • Dutch

  • Italian

  • Portuguese

  • Spanish

Template: Booking Confirmation

  • Message body
    You're scheduled for Event Name on Event Date at Event Time - iClosed

  • Estimated character length
    Up to 160 characters = 1 message segment, but it all depends in the end of the text length from the variables (merge fields) pulled from your Events

Template: Cancellation

  • Message body
    ​Event Name on Event Date at Event Time has been cancelled - iClosed

  • Estimated character length
    Up to ~160 characters = 1 message segment, but it all depends in the end of the text length from the variables (merge fields) pulled from your Events

Template: Request follow up

  • Message body
    Hi Invitee First Name Invitee Last Name, thanks for joining Event Name! Let's plan our next meeting. Use the Event Link to schedule. Looking forward for our follow up.

  • Estimated character length
    over ~160 characters = 2 message segments, but it all depends in the end of the text length from the variables (merge fields) pulled from your Events

Template: Reminder

  • Message body
    Don't forget, you're scheduled for Event Name on Event Date at Event Time - iClosed

  • Estimated character length
    Up to 160 characters = 1 message segment, but it all depends in the end of the text length from the variables (merge fields) pulled from your Events

Editing and turning the Workflow ON/OFF

  1. Navigate to AI Scheduler → Automations and click on the "View All Workflows" button
    ​

  2. Workflows Dashboard:

    1. If Workflow is turned ON, it will appear in color on the screen

    2. If Workflow has been turned OFF, it will appear as grayed out

To edit a workflow, simply click on the three dots button at the far right of your screen and click on "Edit".
​
The Workflow Update screen will appear, on which you can switch between Workflow details, Triggers and Actions.
​

While you're in Workflow Update screen, you will be able to turn the workflow ON or OFF, by clicking on the toggle button in top right of your screen.

In case you need to delete a workflow, click on the three dots again, and select "Delete" option.

Learn more

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