The previous pages covered workflows that map to a contact's journey: lead, intro offer, membership. This page covers the behind-the-scenes workflows that support all of those stages. These are the utilities: they assign contacts to team members, stamp important dates, send internal notifications when purchases happen, handle DND opt-outs, and mark sales across multiple pipelines at once.
You will rarely need to edit these workflows. But understanding what they do helps when troubleshooting: if a contact is missing a date stamp, not assigned to a user, or their sale was not reflected in a pipeline, the answer is usually in one of these.
User assignment
When a new contact enters the system, they need to be assigned to a team member so they have an owner. Two workflows handle this: one for new leads and one for new sales.
01. Systems | Assign User | New Lead
Automatically assigns a team member to new lead contacts so they have an owner in the system for tasks, notifications, and pipeline visibility.
02. Systems | Assign User | Sale
Assigns a team member to contacts when a sale is made. Ensures that purchased contacts have an owner for follow-up tasks and pipeline management.
Why two separate assignment workflows?
Leads and sales are assigned separately because some studios want different team members handling leads (sales/front desk) vs managing active members (studio manager). Splitting the assignment also means the sale assignment can re-assign the contact if needed, without conflicting with the lead assignment.
Date stamping
Several workflows exist to stamp important dates on the contact record when events happen. These dates are used for reporting, filtering, and time-based logic in other workflows.
00. Update 'Date Contact Created' when new contact is made
Sets the 'Date Contact Created' field to the current date when a new contact enters the system. Used for reporting and time-based filtering.
02. Intro Offers | Update Date Intro Offer Purchased
When a contact's Active Package changes to an intro offer, stamps the purchase date, adds the 'active - intro offer' tag, and watches for when they leave intro offer status (either upgrading to membership or going inactive).
03. Memberships | Update Date Membership Purchased
When a contact's Active Package changes to a membership, stamps the purchase date, adds the 'active - memberships' tag, and watches for when they leave membership status. Includes a guard for recently suspended members to avoid re-stamping.
04. Packages | Update Date Packages Purchased
When a contact's Active Package changes to a package (class packs, etc.), stamps the purchase date, adds the 'active - packages' tag, and watches for when they leave package status.
10. Intro Offer First Visit Date Field
When a contact's Intro Offer Pipeline Visits reaches 1 (their first class), stamps the 'Intro Offer First Visit Date' field. Used for calculating the 14-day intro offer window.
Internal notifications
03. Systems | Active Package Change Internal Notification
Sends an internal email to the studio when a contact's Active Package changes. Different notification templates for intro offer purchases vs membership/package purchases. Can be turned on or off per location.
This workflow is optional per location
The name includes “Please turn this on if you'd like to receive emails for new purchases.” Some studios want real-time purchase notifications, others find them noisy. It can be enabled or disabled per location without affecting any other workflow.
Cross-pipeline sale marking
01. Core_Sale Update | mark as SOLD in all pipelines
When a sale happens in Core, this workflow checks every pipeline the contact might be in and marks the opportunity as the correct status. Handles Leads, STRONG Experience, and Presale pipelines in a single workflow.
DND and STOP reply handling
When a contact replies “STOP” to an SMS, they need to be set to DND (Do Not Disturb), removed from all active nurture workflows, and their pipeline opportunities cleaned up. There is a separate STOP handler for each campaign because each one needs to know which workflows and tags to clean up.
04. STRONG Starter | Replied STOP
When a contact replies STOP during the STRONG Starter lead nurture, enables SMS DND, removes them from all active nurture workflows, cleans up their Leads Pipeline opportunity, and removes nurture tags. This is one example; each campaign has its own variant.
Similar STOP handling workflows exist (some as drafts) for:
- STRONG Experience (plus variants for 5-for-$50 and UK locations)
- LONG Experience
- STRONGer Experience
- Studio Relaunch
STOP handling must match the active campaign
When a new campaign launches, the matching STOP handler must be published alongside the lead nurture workflow. If the STOP handler is still set to draft while the nurture is live, contacts who reply STOP will have DND enabled (Grow handles that automatically) but will not be properly cleaned up from nurture workflows and pipelines.
Pipeline utility: Last Call Date
Update Last Call Date Field | Intro Offer Contact Card
When the studio logs a call with an intro offer contact, this workflow stamps the date on both the contact record and the pipeline opportunity. Keeps the pipeline card showing when the last outreach happened.
Summary
These system workflows are the plumbing that keeps everything running. Here is a quick reference of what each category does:
| Category | What it does | When it matters |
|---|---|---|
| User assignment | Assigns a team member to new leads and sales | If a contact has no assigned user and tasks are not appearing |
| Date stamping | Stamps purchase dates for intro offers, memberships, packages, and first visit | If date fields are empty or showing the wrong date |
| Internal notifications | Emails the studio when purchases happen | If the studio is not receiving purchase alerts |
| Cross-pipeline sale marking | Marks the contact as sold in every pipeline they appear in | If a sale is not reflected in a pipeline |
| DND/STOP handling | Enables DND, removes from nurture, cleans up pipelines | If a contact who replied STOP is still receiving messages |
| Last Call Date | Stamps when the studio last called an intro offer contact | If the pipeline card shows an outdated or missing last call date |