Wanting to set up some Workflows in your Gloo account, but aren't sure where to start? We're here to help! Our Workflow Templates are designed to make your job easier by giving you access to pre-made content that can be used to follow up with new visitors, generate interest in small groups, send out valuable information like service times and locations, and more!
Note that Gloo templates are available to all Gloo users, but many of the templates involve multiple steps. Free Gloo accounts are able to create unlimited Single Step Workflows, but will be limited to three Multistep Workflows. If you'd like more than three, you'll need to upgrade to our Gloo+ membership.
Activating a Template
Navigate to Messaging -> Workflows and click on Templates. Select the Template you'd like to use. For this example, we'll look at the New Visitor Follow-Up Template.
Once you've clicked into the Template, you can see all of the premade content. You'll generally need to set up a few things to make the template work. And if at any point you don't like the wording or flow, you can make any changes you'd like!
To get started, click Use Template.
First, you'll see a list of keywords that users can text in to activate the Workflow. You can read more about this in our full Workflows Guide, but it's important to remember that in order to work, one of these keywords must be texted in exactly and alone. That is why we typically include several options, and even misspellings in our templates, to account for some user error when people are texting in.
For example, in this template if a contact texts in "visitor," the Workflow will activate for them. But if they text in "I am a visitor," it will not activate.
Next you'll see all of the steps in the Workflow. This template has 4 steps, and anyone who texts in the correct keyword will go through all 4 steps.
First, they are added to a group. This is helpful because you'll be able to send a Broadcast later if you want to everyone who enrolled in this Workflow. You'll need to specify this group when creating the Workflow. If you already have an existing group you'd like to add these people to, select it. If you don't have that group yet, hop on over to the Groups page and create one!
Next, the Workflow sends an email notification to one of your Gloo team members to let them know someone has texted in. This will inform your team of the new visitor, and can be set to any Gloo team member in your account.
Now that the administrative pieces are done, the Workflow will begin sending messages. The first message is sent immediately back to the visitor to thank them for joining. Make sure to update the [bracketed] information! And if you don't like the wording, you can make changes to make it feel more like you!
Note that this message costs 3 credits each time it is sent. Read more about credits here!
The last step in this Workflow is set to send another text 3 days later at 10am. This text can be used to remind them of an upcoming event (like Sunday service, small group, or a picnic) to get them involved. Again, make sure to update the [bracketed] information and make any changes you'd like!
Save your steps, and your Workflow is ready to go! You can add more steps if you'd like things to go a bit longer. Feel free to customize any way you'd like! And check out our full Workflows Guide for more information and to learn about other options like Menus, Time Delays, and more!
Quick Responses
As a quick note, an old Gloo feature called Quick Responses has been moved into Workflows. Instead of having a separate page to manage what happens when people text in asking about service times and locations, giving, website, and social media, all of those have been recreated as Templates! You can set up and manage any Workflows you'd like for these old Quick Responses.