Workflows: Step-by-step example scenarios

Workflow type: Forms Workflow. When a prospective family downloads a viewbook, this workflow collects their information via a form, segments them by level of interest, and sends a tailored multi-day sequence with the goal of converting them into an inquiry. Once they inquire, the workflow goal is met and they move into the admissions inquiry sequence.

Phase 1: Prepare the form and workflow settings

Design the intake form

• Collect: first and last name, email address, phone number, and current grade level.
• Add a required qualifier question: Are you interested in receiving more information about our school? with options Yes, please! and No, just browsing.
• Add a relationship field: I am a... with options Parent/Guardian and Student.
• Set the workflow trigger to launch immediately when the form is submitted.

Set the constituent profile and role

• Use data-mapping fields to identify the person's relationship to the prospective student.
• Assign the Public User role. This allows external users to submit data and receive workflow emails without access to internal school portals.

Set the workflow goal

• Set the goal to remove the contact when they are added to an Admissions Inquiries — Active group, ensuring they transition cleanly into the inquiry nurture sequence without receiving duplicate emails.

Phase 2: Build the branching sequence

Build the Form Answer Branch

• Add a Form Branch step immediately after the form submission.
• Configure the branch to read the qualifier question: Are you interested in receiving more information?
• The workflow splits into Yes and No paths immediately.

Send tailored initial messages

• Yes path: Send a thank-you email immediately with a link to the viewbook and a comprehensive admissions packet. Include links to upcoming open houses, curriculum guides, and tuition information.
• No path: Send a lighter message with links to the school blog and community calendar. Keep the tone low-pressure.

Send 2-4 content emails (3-5 day intervals)

• On both paths, add content-focused emails spaced 3-5 days apart. The goal is to demonstrate value before making an ask.
• Content ideas: testimonials, campus life highlights, blog posts, and grade-level-relevant information.
• Yes path follow-up: Ask if the contact has questions about the inquiry process or would like to speak with a current parent.
• No path follow-up: Send a gentle check-in acknowledging the contact's earlier download.

Close with a final thank-you email

• Add a final 3-day delay on both paths, then send a closing email thanking the family and including direct admissions office contact details.

Workflow type: Contact-Based Workflow. This workflow sends a timed, behavior-based email sequence to prospective families who have submitted an inquiry form, with the goal of converting them into applicants.

Phase 1: Set up the workflow

Create the admissions inquiry group and set the trigger

• Build a group in Group Manager named Admissions Inquiries — Active.
• Set the trigger to this group using Automatic. If using an enrollment management integration (OpenApply, Ravenna, or Finalsite Enrollment), this group can populate automatically when a constituent submits an inquiry.
• Set the goal to remove the contact when they join an Applicants group.

Send the initial thank-you message (immediately)

• Add a Send Message step with no delay. Content to include: a warm thank-you, a link to the digital brochure or viewbook, answers to frequently asked questions, and clear next steps.
• Send this email from a specific admissions team member, not a generic address.

Phase 2: Build the nurture sequence

Add a 3-day delay and "Email Opened" branch

• Add a Branch step with a 3-day delay. Configure the condition: Has the contact opened the initial welcome message?
• The workflow splits into Yes (Opened) and No (Did Not Open) paths.

Send 2-4 content emails (5-7 day intervals)

• On both paths, send content-focused emails before making any application ask. Content ideas: testimonials, campus life, curriculum highlights, a Q&A with admissions staff.
• No path: Start with a re-engagement message using a different subject line, then continue the same cadence.
• After 3 unopened emails on the No path, add a branch to route remaining unengaged contacts out of the workflow.

Send the application call-to-action email

• After the content sequence, send the direct application ask. Use personalization in the subject line (example: [First Name], apply now — limited space available).
• Add a branch to resend to those who did not open, using a new subject line.

Close with a final thank-you email

• Send a final personalized email on both tracks. Thank the family, acknowledge the weight of the decision, and provide a direct reply path to an admissions counselor.
• After the final email, remove the contact from the Admissions Inquiries — Active group or move them to a general newsletter list.

Workflow type: Contact-Based Workflow. Once a prospect has been accepted, this workflow keeps them engaged from acceptance through enrollment with the goal of preventing second-guessing and prompting timely enrollment.

Phase 1: Set up the workflow

Create the accepted applicants group and set the trigger

• Build a group named Accepted Applicants — Pending Enrollment. If using an enrollment management integration, this group can populate automatically when an applicant's status changes to Accepted.
• Set the trigger to this group using Automatic.
• Set the goal to remove the contact when they join an Enrolled Students group.

Phase 2: Build the email sequence

Send the congratulations email (immediately)

• Content to include: a congratulations message, a warm welcome to the community, and helpful resources for next steps (enrollment checklist, financial aid information, campus visit options).

Send 2-4 resource and engagement emails (7-10 day intervals)

• Focus on answering questions before they are asked and alleviating transition concerns. Content ideas: student or parent testimonials, a day-in-the-life piece, financial aid details, campus event invites, introductions to key faculty or staff.
• Use open-based branching to vary the cadence: more content for highly engaged contacts, a simplified track for those who are not opening.

Send the enrollment call-to-action email

• Close the sequence with a direct enrollment reminder. Include the enrollment deadline, a link to the enrollment form, and direct admissions office contact details.
• Use personalization in the subject line (example: [First Name], your spot is still available).

Workflow type: Contact-Based Workflow. This workflow automates Giving Day outreach using time delays, open tracking, and click engagement to route donors and non-donors down separate paths, and removes them from the workflow the moment they give.

Phase 1: Workflow entry and initial outreach

Define the entry trigger

• Navigate to Workflows and click Create Workflow. Select Contact-Based Workflow.
• Click Entry Trigger and set enrollment to Static. This allows a targeted list of Giving Day constituents to be bulk-uploaded manually.
• Set the workflow goal to the Giving Day donation form submission so the workflow exits automatically when a contact donates.

Schedule the first Giving Day communication

• Click + and select Send Message. Select the main Giving Day message.
• Configure timing to Schedule a specific date and time so all enrolled constituents receive it simultaneously.

Phase 2: Yes path (opened)

Add an "Email Opened" branch and follow-up

• Add a Branch step with a 3-hour delay. Configure the rule to check whether the constituent opened the initial email.
• Yes (Opened): Send a follow-up nudge for contacts who opened but have not yet donated.

Branch based on content interest (optional)

• Add a second branch on the Yes path evaluating a specific link click (example: a STEM initiative link). Send targeted giving content based on the initiative clicked.
• Repeat with parallel branches for other giving initiatives in the campaign.

Phase 3: No path (did not open)

Send a reminder and re-evaluate

• No (Did Not Open): Send a reminder email to those who missed the initial communication.
• Add a second branch with a 2-hour delay to check whether the reminder was opened.
• Yes (Opened the reminder): Send the same follow-up nudge used in the Yes path.
• No (Still did not open): Add an Update Group Membership step at the end of the path. Move contacts to a Giving Day: Yet to Participate group for a separate follow-up workflow or personal outreach track.

Workflow type: Contact-Based Workflow. This workflow keeps donors engaged with a structured sequence that builds toward a donation ask. Separate tracks are used for first-time donors and returning donors. The workflow exits automatically when a donation is submitted.

Create donor groups and set the cadence

• Build two separate groups in Group Manager: Donors — New and Donors — Returning. Build a separate workflow for each track, as the content sequencing differs.
• Set the goal to the donation form submission so the workflow exits as soon as a contact donates.
• Recommended cadence: one email every 7-10 days. In the final week before a fundraising deadline, twice weekly is acceptable for a short period. Never exceed two emails per week.
• Use branching to route contacts who have not opened any of the first three "why to give" emails out of the workflow.

Phase 1: New donor track

Send the "why to give" sequence (2-3 emails)

• Before any ask, build context. Send 2-3 emails explaining impact: where funds go, what programs they support, and how a contribution makes a difference.
• Add open-based branching after each email. Route contacts who have not opened three consecutive emails out of the workflow.

Send the donation ask (2-3 emails)

• After the "why to give" sequence, move to the direct ask. Keep the first ask warm and low-pressure.
• Use open and click branching: send a follow-up to those who engaged but have not yet donated, and a re-engagement message to those who did not open.
• The final ask email should use urgency if there is a deadline (example: Today is the last day to have your gift matched).

Phase 2: Returning donor track

Send a thank-you for their previous donation (email 1)

• Open with gratitude for their prior support. Reference the impact of last year's gifts. Consider segmenting by gift level for more personalized messaging.

Send the "why to give again" sequence (2-3 emails)

• Even returning donors need to be reminded of impact before being asked again. Update them on what last year's gifts made possible.
• Add open-based branching and route disengaged contacts out after three unopened emails.

Send the donation ask (2-3 emails)

• Follow the same ask sequence as the new donor track. Use personalization throughout (example: [First Name], your gift made a difference last year).

Workflow type: Contact-Based Workflow. This workflow sends new families or faculty members a short series of focused informational emails in the days before or after their start date, broken into content chunks so no single email is overwhelming.

Phase 1: Prepare

Create the group and set the trigger

• Build a group in Group Manager named New Families — [Year] or New Faculty — [Year].
• Set the trigger to this group using Automatic so new members are enrolled as they are added.

Plan the sequence before building

• Break content into discrete chunks: login and portal access, carpool and dismissal, lunch options, key contacts, upcoming events. One topic per email.
• Keep the full sequence to 5-10 business days. Send emails 1-2 days apart.
• Use consistent, numbered subject lines so recipients can find emails easily (example: New parent tip #1: Logging into the parent portal).

Phase 2: Build the workflow

Send the welcome email (immediately)

• Welcome the family or faculty member and set expectations: how many emails to expect and over how many days.
• Include a primary CTA (example: log in to the parent portal) and a secondary CTA pointing to the school contact directory.

Add resource emails with open-based branching

• After each resource email, add a Branch with a 1-2 day delay.
• Yes (Opened): Proceed to the next resource email.
• No (Did Not Open): Resend with a different subject line before proceeding.

Send a recap email at the end of the sequence

• The final email compiles all links and resources from the sequence in one place.
• If a parent portal exists, remind the recipient that all resources are available there as well.

Workflow type: Contact-Based Workflow. This workflow sends graduating seniors a series of task-based reminder emails in the weeks before graduation, covering logistics, milestone tasks, and alumni community onboarding.

Phase 1: Prepare

Create the group and set the trigger

• Build a group named Graduating Seniors — [Year] and set the trigger to Automatic.

Plan the sequence before building

• Break content into task-focused chunks: ceremony information and guest tickets, cap and gown measurements and pickup, graduation practice schedule, final grade or transcript reminders, alumni community sign-up.
• Send emails 2-3 days apart. Use consistent, numbered subject lines (example: Senior farewell #1: Ceremony information).

Phase 2: Build the workflow

Send the overview email (immediately or on a scheduled date)

• Set expectations: how many emails to expect, over how many days, and what topics will be covered.
• Primary CTA: confirm ceremony attendance. Secondary CTA: graduation information page on the school website.

Add task reminder emails with open-based branching

• After each task email, add a Branch with a 2-3 day delay.
• Yes (Opened): Proceed to the next task email.
• No (Did Not Open): Resend with a different subject line before proceeding.

Send the farewell and alumni onboarding email

• The final email congratulates seniors on graduation and provides everything needed to stay connected: alumni portal login, social media accounts to follow, and upcoming alumni events.

Workflow type: Contact-Based Workflow. This workflow promotes a school event over a multi-week period, using open and click branching to serve different content to engaged and unengaged recipients, and closes with a last-call email to drive final registrations.

Phase 1: Prepare

Create the audience group and set the trigger

• Build or identify a group for the target audience (example: Prospective Families — Open House 2025).
• Use Static for a one-time manually uploaded list, or Automatic if the group is maintained dynamically.
• Set the goal to the event registration form submission so the workflow exits automatically when a contact registers.

Plan the email cadence before building

• Start promoting at least two months before the event. Send one email every other week for the first month, then weekly as the event approaches.
• Plan for 4-6 emails total, ending with a last-call message 1-3 days before the event.

Phase 2: Build the workflow

Send the main invitation

• The first email is the primary invite: design-heavy, visually compelling, with all the details needed to make a decision (date, time, location, what to expect, registration link).
• Primary CTA: register for the event. Secondary CTA: learn more about the school or admissions process.

Add follow-up emails with open and click branching

• Add a Branch after the invite with a 1-2 week delay.
• Yes (Opened): Send a follow-up that goes deeper — a personal plain-text message, a student testimonial, or a behind-the-scenes look at the event.
• No (Did Not Open): Resend the original invite with a different subject line before moving to the next email.
• Continue with 1-2 more content emails, alternating between design-heavy and plain-text formats.

Send the last-call email

• Send to all contacts who have not yet registered, 1-3 days before the event.
• Use urgency in the subject line (examples: Limited spots remaining — register by Friday or One more day to join us).
• Keep the email short: key details and a single prominent registration link.

Workflow type: Forms Workflow. When a constituent submits a form and opts in, this workflow automatically adds them to a Group Manager group that populates a Messages XR mailing list.

Phase 1: Set up the Forms Workflow

Define the entry trigger

• Navigate to Workflows and click Create Workflow. Select Form as the workflow type.
• Click Entry Trigger and select the specific form used to collect mailing list opt-ins.

Add and configure the constituent step

• Click + and select Constituent. Set timing to Perform this step immediately. Rename the step Subscriber.
• Map the Name and Email fields from the entry trigger form.
• Select the appropriate role. If no role matches, the system defaults to creating a new workflow contact.

Add a Form Branch

• Click + and select Form Branch. Set timing to Perform this step immediately.
• Set the condition to check whether the constituent agreed to subscribe to the mailing list.
• Click Save. The workflow splits into Yes and No paths.

Configure group membership (Yes path)

• Under Yes, add an Update Group Membership step. Set timing to Perform this step immediately.
• Select Subscriber as the constituent and choose the target Group Manager group.

Phase 2: Connect the group to Messages XR

Create and link the Messages XR mailing list

• Navigate to Messages XR, go to Lists, and click Create Mailing List.
• Best practice: Name the mailing list the same as the corresponding Group Manager group.
• Open the new mailing list, click Add Subscriber, select Sync/add by Group, and choose the corresponding group.

Workflow type: Forms Workflow. When a parent submits a field trip permission form, this workflow sorts families into Yes and No groups in Group Manager and sends each group a tailored follow-up message.

Phase 1: Set up the workflow

Define the entry trigger

• Navigate to Workflows and click Create Workflow. Select Form as the workflow type.
• Click Entry Trigger and select the field trip permission form.

Add and configure the constituent step

• Click + and select Constituent. Set timing to Perform this step immediately. Rename the step Parent.
• Map the Name and Email fields. Use the Parent/Guardian Name field, not the student name field.
• Select the appropriate role. If no role matches, the system defaults to creating a new workflow contact.

Add a Form Branch

• Click + and select Form Branch. Set timing to Perform this step immediately.
• Set the condition to check whether the student is interested in attending the field trip. Click Save.

Phase 2: Configure the Yes and No paths

Yes path: group membership and confirmation email

• Add an Update Group Membership step. Select Parent as the constituent. Choose a group such as Yes Field Trip Parents.
• Add a Send Message step. Select the field trip summary message with additional details and next steps.

No path: reminder email and group membership

• Add a Send Message step. Select a message that thanks the family and includes general information or a resubmission link.
• Add an Update Group Membership step. Select Parent and choose a group such as No Field Trip Parents.

Workflow type: Forms Workflow. A parent submits a sign-up form on behalf of a student. The student is added to the team group in Group Manager, and the following day the student and their parent(s) are added to the team Chat Room. A confirmation email is sent immediately upon sign-up.

Phase 1: Prepare content

Create the team group in Academic Classes

• Go to People and select Group Manager. Click Add Group. Enter the sport name and set Group Placement to Academic Classes. Click Create Group.
• Go to the Members tab, click Select Members, change the filter to Faculty and Staff, and add the team coach(es). Toggle each coach's role to Admin.

Create the sign-up form

• Add a Content element with the sport name as the title. Add Name and Email fields for the child.
• In Settings, toggle on Enable for Workflows, set status to Active, and click Update.

Create the confirmation email (optional)

• In Messages, go to the Workflow Messages tab and click Create Workflow Message. Name it clearly (example: Volleyball Sign-Up Confirmation). Include coach information, schedule details, and a note that the student and parents will be added to the team Chat Room the following day.

Phase 2: Build the workflow

Define the entry trigger

• Go to Workflows, click Create Workflow, select Form, and name it (example: Volleyball Chat Room Sign-Up).
• Click Entry Trigger, select the sign-up form, and click Save.

Add the constituent, group membership, and message steps

• Add a Constituent step named Athletics Registrant. Map the child's name and email. Select the Student role. Do not check If unable to match role, create new workflow contact.
• Add an Update Group Membership step. Select Athletics Registrant and choose the athletics group created in Phase 1.
• Add a Send Message step (if using the confirmation email). Select Athletics Registrant and the confirmation email.

Set the workflow goal and activate

• Click the Goal pencil icon. Select Group Membership, navigate to Academic Classes, and select the athletics group.
• Toggle the status from Inactive to Active and confirm in the pop-up.

Best practice: The sign-up form, confirmation email, and workflow can all be cloned and edited for additional athletics teams without rebuilding from scratch.