When a new lead enters Grow, multiple workflows fire within seconds to handle the first contact. Where the lead came from determines which workflows run, but the outcome is the same: the lead gets a welcome message, the studio gets notified, and the contact appears in the Leads Pipeline ready for follow-up.
How leads enter Grow
Leads arrive from three main sources, each handled by a different workflow:
- Website enquiry form: handled by the Website Submission workflow (trigger: Form Submitted).
- Facebook/Instagram lead ad: handled by the STRONG Intro Offer New Lead Workflow (trigger: Facebook Lead Form Submitted, filtered by Page and Form).
- Core account creation: when someone creates an account directly in Hapana Core without purchasing, the sync creates a contact in Grow. The Intro Offer Status Update workflow detects this via the “account created” tag and routes them accordingly.
How these workflows connect
The lead workflows are not a single chain. They are a set of independent workflows that each handle a piece of the process. Some are triggered directly by events, others are started by another workflow using an “Add to Workflow” action.
Workflow flow
Website Form → Website Submission workflow
Facebook Ad → STRONG Intro Offer | New Lead Workflow
Both add to Leads Pipeline → lead follow-up begins
If the lead books a class → First Time Booking SMS
If the lead completes a class → First Visit Complete Check-in
The workflows
01. Website Submission | send notifications and add to Lead Pipeline if Active Package is empty
Handles every lead that fills out the website enquiry form. Sets their source, notifies the studio, sends a welcome email, tags them as a lead, and creates a pipeline opportunity.
01. STRONG Intro Offer | New Lead Workflow
Handles leads from Facebook and Instagram ads. Runs a multi-day nurture sequence with emails, SMS, and a task to call the lead, checking at each step whether they have purchased.
Guard checks at every step
Notice how the New Lead Workflow checks “Is their Active Package still empty?” before every message. This is the guard check pattern. If the lead purchases at any point during the sequence, the remaining messages stop. The contact gets picked up by the intro offer purchase workflows instead.
00. Update 'Date Contact Created' when new contact is made
Sets the Date Contact Created field to the current date. A simple utility workflow used by other workflows to timestamp when a contact first entered the system.
01. Systems | Assign User | New Lead
Automatically assigns a team member to the new lead contact so they have an owner in the system.
Post-booking workflows
Once a lead books and attends their first class, two additional workflows handle the follow-up. These are not triggered directly. They are started by the intro offer purchase workflows (covered in the next section) when a booking or visit is detected.
02. First time booking SMS confirmation
Sends a confirmation SMS when a lead books their first class. Checks whether this SMS has already been sent to avoid duplicates, and routes to the correct message based on whether they have attended before.
03. First Visit Complete Check-in Message
Sends a check-in SMS after a contact completes their first class. Routes to the correct message variant based on which intro offer package they are on.
What the lead experiences
From the lead's perspective, here is what happens when they fill out a website form or click a Facebook ad:
- Immediately: they receive a welcome email and an SMS introducing the studio.
- Over the next few days: they receive additional emails and SMS messages about the intro offer, the equipment, and what to expect. Each message only sends if they have not yet purchased.
- Within 24 hours of enquiry: the studio team gets a task to call the lead personally.
- When they book: they receive a booking confirmation SMS with arrival instructions (bring a towel, arrive 15 minutes early).
- After their first class: they receive a check-in SMS asking how it went.
- If they purchase: the nurture sequence stops and the intro offer workflows take over (covered in the next section).
- If they do not purchase: the nurture sequence completes, the pipeline opportunity is removed, and the lead sits in the system until a future campaign re-engages them.
Facebook lead forms must be mapped
For the Facebook Lead Form trigger to work, your Facebook page and lead forms must be connected to Grow via the integrations settings. If a new campaign launches with a new form, the trigger filter on the New Lead Workflow needs to be updated to include that form. This is typically handled by HQ during campaign deployment.