How to Automate Community Management with Workflows

Workflows, Automation No Comments

Setting Up Payment Received Workflows

Creating a New Workflow

To start, create a new workflow from scratch or use an existing template of your choice.

Trigger Creation:

Create a trigger for when a payment is received, ensuring new members are automatically added to your community.

  • Select the button to a new workflow trigger, then navigate to the “Payments” section and select “Payment Received” as your trigger.
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  • Add filters to specify which product this trigger applies to. For example, select “Global Product” and then specify your product, like “Stock Trading Discord.”
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Filter for Successful Payments:

  • Add another filter for “Payment Status” and set it to “Success.” This ensures the workflow only activates for successful transactions. Ensure to save the trigger.
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Add Action – Grant Group Access:

  • Scroll to find the “Grant Group Access” action.
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  • Select your group from the list to grant access to new paying members.
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Welcome Email:

  • Optionally, add an action to send a welcome email, providing new members with essential information about the group.
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Managing Membership Revocation

Next, we’ll cover how to handle scenarios where a member cancels their subscription or their payment fails.

Modify Trigger for Failed Payments:

  • Adjust the “Payment Status” filter in your trigger to “Failed” to target unsuccessful transactions.
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Action – Revoke Group Access:

  • Replace the “Grant Group Access” action with “Revoke Group Access” to remove members whose payments did not go through.
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Utilizing Access Grant as a Trigger

Finally, let’s explore how to engage new members further by using the grant of access as a trigger for additional actions.

New Trigger – Group Access Granted:

  • Utilize the “Group Access Granted” trigger and add a filter to specify your group.
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Action – Add a Tag:

  • Add an action to tag new members, for example, with “Group Member.” This helps in organizing and identifying members within the CRM. Add a new tag or choose an existing tag from the list dropdown.
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Engagement Actions:

  • Consider adding actions to send text messages or emails to new members, encouraging them to engage with the community or explore additional products.
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Troubleshooting and FAQs

What if a member’s payment status changes to successful after being revoked?

  • You can create an additional workflow that re-grants access upon payment status changing back to successful.

Can I customize the welcome email?

  • Yes, the CRM allows for full customization of emails, enabling you to tailor the message to fit your community’s tone and brand.