Tip of the Week #4 - Cleanup your Workflows

Every gym is different, so adjust this process to fit what works best for you. Keeping your workflows free of conflicts and making sure everyone is in a workflow will help you stay organized and ensure your marketing efforts hit the mark.

Steps to Clean Up Workflows

This is part three of a three-part series, so if you haven't cleaned up your contacts or cleaned up your tags yet, pause the video right now, do those, and then start this video again.

Building the Workflow

Step 1: Add Condition for Workflows

  1. Add a condition to check if any workflows exist.
  2. Name the branches: "Not in a workflow" and "In a workflow".
  3. Configure settings: Workflow contact is not active in any other workflow.
  4. Save your progress.

Step 2: Add "Go To" Actions

  1. After checking for tags, check their workflows as well.

Step 3: Configure Google Sheets Integration

(Alternatively, use "Send Internal Notification" if you don't have the premium feature upgrade.)

  1. Use Google Sheets to track contacts with no workflows.
  2. Select your Google Sheet and worksheet.
  3. Configure columns: name, email, phone.
  4. Save the setup.

Pro Tip

Pro Tip: You can also add a tag to every contact that heads down a branch. This helps in filtering and identifying contacts easily based on tags like "no tag," "conflicting," or "not in a workflow".

Step 4: Check for Conflicting Workflows

  1. Check if there are workflows that should not coexist.
  2. Create conditions for scenarios (e.g., new lead and new client).
  3. Add segments and ensure "OR" is used between them.
  4. Continue building scenarios for different workflow conflicts.
  5. Save your progress.
Conflicting Workflows

Step 5: Notify for Conflicting Workflows

  1. If conflicting workflows are found, notify via Google Sheets.
  2. Create multiple spreadsheet rows.
  3. Select the appropriate worksheet for conflicts.
  4. Configure columns: name, email, phone.
  5. Save the setup.

Step 6: Finalize Workflow

  1. Rename and save the workflow as "Contact Audit" for future use.

How to Run the Workflow

  1. Select all contacts and put them in the workflow using Drip Mode.
  2. Set batch quantity and interval.
  3. Monitor Google Sheets for contacts with no workflows or conflicting workflows.

What Now?

Step 1: Access Your Google Sheet or Internal Notification:

  • Open the Google Sheet where conflicts and missing workflows/tags are logged.
  • Locate entries with missing workflows/tags or conflicts, noting their details (name, email, phone).

Step 2: Search in Gym Lead Machine:

  • Log into Gym Lead Machine.
  • Use the search feature to find the contacts listed in the Google Sheet or internal notification.

Step 3: Identify and Fix Issues:

Missing Workflows and/or Tags:

  • Check the contact's profile to see which workflows they should be in or tags they should have.
  • Add them to the appropriate workflows as needed or tags they should have.

Conflicting Workflows and/or Tags:

  • Identify the conflicting workflows/tags from the contact’s profile.
  • Determine which workflow(s)/tag(s) should be removed or adjusted.
  • Make the necessary changes to resolve the conflict.