How to create workflows in systeme.io

In this article, you will learn all about workflows and how to create them in systeme.io.

Creating a new workflow

Log in to your systeme.io account, click on the “Automations” tab in the menu bar, then select “Workflows.”

Click on the "Create" button.

Choose a name for your workflow and click “Save.”

Now that a new workflow has been created, you’ll need to define triggers and assign actions.

1) Adding a trigger

trigger is an event that starts the workflow — for example, when a user purchases a product or subscribes to your newsletter.

To create a trigger:

  • Click on “Create your first trigger”
  • Then click on “+” to define the next step in the workflow

You can choose from the following trigger types:

  • Meeting scheduled: When a contact schedules a meeting
  • Tag added / Tag removed: When a tag is added or removed from a contact after the workflow is activated (tags added/removed before activation are not considered)
  • Funnel form subscribed: When a contact subscribes via a funnel form
  • Blog page form subscribed: When a contact subscribes via a form on a blog page
  • Campaign completed: When a contact completes a campaign
  • Webinar registration: When a contact registers for a webinar
  • Enrolled in course: When a contact enrolls in a course
  • Course completed: When a student completes a course
  • Module completed: When a student completes a module
  • Lecture completed: When a student completes a lecture
  • Enrolled in a course bundle: When a contact enrolls in a course bundle
  • New sale: When a customer purchases an offer
  • Sale canceled: When a subscription is canceled or a one-time payment is refunded
  • Email opened: When a contact opens an email
  • Email link clicked: When a contact clicks a link inside an email
  • Page visited: When a contact visits a specific page
  • Enrolled in community: When a contact joins a community
  • Subscription payment failed: When a subscription payment fails
  • Digital store form subscribed: When a contact subscribes through the “Collect emails” section in the digital store

Notes:

  • You can define multiple triggers to occur simultaneously
  • Actions will only be executed if the trigger happens after the workflow is activated

2) Adding a workflow step

After setting up a trigger, click “+” to add the next step. You can choose from:

  • Action: An operation performed in systeme.io (e.g., add/remove tag, subscribe to a campaign, etc.)
  • Decision: Branch the workflow depending on the contact’s characteristics (using filters)
  • Delay: Insert a waiting period before moving to the next step

Sample workflow

Let’s create a sample workflow to illustrate how to use these elements.

Background

In this scenario:

  • You are selling two offers
  • You have two campaigns: Campaign 1 promotes Offer #1 and Campaign 2 promotes Offer #2
  • An automation rule tags every buyer of Offer #1 with “Customer 1”

Workflow sequence

  1. When a lead subscribes through the squeeze page, subscribe them to Campaign 1 to promote Offer #1
  2. If they buy Offer #1:
  • Unsubscribe them from Campaign 1
  • Subscribe them to Campaign 2 to promote Offer #2

Steps to follow

  1. Create a trigger: Choose “Funnel form subscribed” and select the squeeze page

  1. Add an action: Choose “Subscribe to a campaign” and select Campaign 1

  1. Optional: Add a delay, so the contact has time to receive emails from Campaign 1

  1. Add a decision: Use the “Tag” filter → “Contact tagged with” → choose “Customer 1”

  1. After the decision, there are two possible paths:
  • No: The contact doesn't have the “Customer 1” tag (they haven’t purchased yet)
  • Yes: The contact has the tag (they’ve purchased)

If yes, add two more actions:

  • Unsubscribe from Campaign 1
  • Subscribe to Campaign 2

Once the workflow is configured, you must activate it.

Activating the workflow

To activate the workflow :

  • Go to the workflow list
  • Hover over the three dots (...) next to the workflow
  • Click “Activate”

Deactivating the workflow

To deactivate a workflow:

  • Go to the workflow list
  • Click “Deactivate”

You’ll be given two options:

  1. Deactivate workflow: Stops new contacts from entering, but existing scheduled tasks will continue
  2. Deactivate workflow and cancel related scheduled tasks: Prevents any further scheduled actions from being executed

Choose the option that fits your needs, then click “Confirm” to finalize.

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