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In this article, you will learn how to create and manage automated workflows in systeme.io.
What you will need:
A systeme.io account
Existing assets to automate (e.g., a funnel with an opt-in page, tags, or a course)
1. Creating a new workflow
To get started, navigate to the Automations tab, and click Workflows (1).
Click on the + Create button (2) in the top right corner.
A popup will appear. Enter a name (3) for your workflow and click Save (4).
2. Navigating the editor
When you open your new workflow, you will be taken to our modern, node-based canvas editor. This interface is designed to make building and visualizing complex automations effortless.
Canvas controls: Use the controls in the bottom-left corner to zoom in, zoom out, reset to 100%, or fit the entire workflow to your screen.
Free movement: You can click and drag anywhere on the background to pan around your workflow freely.
3. Adding a trigger
A trigger is necessary, as it is the event that starts the workflow. For example, when a user purchases a product or subscribes to your campaign.
To start your automation, click the + Add a trigger box (5).
A panel will open where you can search or browse through the available triggers (6). You can choose from the following events:
a. Contact:
Tag added / Tag removed: When a tag is added or removed from a contact.
b. Forms & Subscriptions
Funnel form subscribed: When a contact subscribes on a funnel step.
Blog page form subscribed: When a contact subscribes via a blog form.
Website form subscribed: When a contact subscribes via a website form.
Creator store form subscribed: When a contact subscribes through a creator store.
c. Courses:
Enrolled in course / Course completed: When a student enrolls in or completes a course.
Module completed / Lecture completed: When a student finishes a specific module or lecture.
Enrolled in course bundle: When a contact enrolls in a course bundle.
d. Sales:
New sale: When a customer purchases an offer.
Sale canceled: When a subscription is canceled or a one-time payment is refunded.
Subscription payment failed: When a subscription payment fails.
e. Email:
Email opened / Email link clicked: When a contact opens an email or clicks a link inside it.
Email completed: When a contact has just completed a campaign.
f. Events:
Meeting scheduled: When a contact schedules a meeting via your booking calendar.
Registered to webinar: When a contact registers for an evergreen webinar.
g. Community:
Enrolled in community: When a contact accesses a community.
h. Tracking:
Page visited: When a person visits a selected page.
Once you select your trigger, choose the specific asset (e.g., the exact tag or funnel step) and click Create.
Notes:
No retroactive action: Workflows only trigger for events that happen after the workflow is activated. They will not apply to contacts who met the trigger criteria in the past.
Multiple triggers: You can define multiple triggers to occur simultaneously.
Email link clicked cooldown: For the Email link clicked trigger, the system applies a 1-minute cooldown after the first recorded click. This prevents the trigger from executing multiple times due to accidental double-clicks or automated background security checks performed by email providers (like Gmail).
4. Adding a workflow step
After setting your trigger, click the (+) icon (7) to add the next step.
A menu will appear allowing you to choose between three types of steps (8): Action, Decision, or Delay.
a. Action: An action performs a specific operation on the contact. You can choose from the following actions:
Send an email / Send email to specific address
Subscribe to campaign / Unsubscribe from campaign
Send SMS
Add a tag / Remove a tag
Add to a pipeline stage
Enroll in a course / Revoke access to a course
Enroll in a course bundle / Revoke access to a course bundle
Grant access to a community / Revoke access to a community
Send webhook
Add a new row to a Google Sheet
b. Decision: A decision splits the workflow into two different paths (Yes/No) based on the contact's information.
You can filter contacts based on Contact fields, Tags, Email activity, Registration dates, Contact state or overall Activity. You can also combine multiple rules using + Add a condition or + Add another group of conditions.
c. Delay: A delay inserts a waiting period before the contact moves to the next step in the workflow. You can set the delay in:
Minutes, Hours, or Days.
Exact date: Pick a specific date and time.
Note: When choosing an exact date, a timezone selector will appear next to the date field. Your account's default timezone is pre-selected, but you can change it to any timezone you need (this selection applies only to this specific delay step).
5. Sample workflow example
Let's create a simple workflow to illustrate how to use these elements together.
a. Background scenario: You are selling two offers.
You have two campaigns: Campaign 1 promotes Offer #1, and Campaign 2 promotes Offer #2.
An automation rule assigns the tag "Customer 1" to every buyer of Offer #1.
b. Workflow sequence goal:
When a lead subscribes through the opt-in page, subscribe them to Campaign 1 to promote Offer #1.
Wait 7 days.
After 7 days, check if they purchased Offer #1.
If they did (Yes): Unsubscribe them from Campaign 1, and subscribe them to Campaign 2 to promote Offer #2.
If they didn't (No): Do nothing (they continue receiving Campaign 1).
d. Steps to build this:
Create a trigger: Choose Funnel form subscribed and select the opt-in page. Under the Details section, you can specify if this trigger should apply to standard input fields (Field) or the unified Form element on your page.
Add an action: Choose Subscribe to campaign and select Campaign 1.
Add a delay: Set a wait time of 7 days.
Note: Editing the duration of a delay step will only affect new contacts entering that step. Contacts already waiting will complete their original 7-day delay.
Add a decision: Use the filter Tag -> Contact tagged with -> choose the "Customer 1" tag.
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)
Under the "Yes" path: Add two actions: Unsubscribe from campaign (Campaign 1), and Subscribe to campaign (Campaign 2).
Here is the completed workflow:
6. Managing your workflows
a. Activating the workflow: Workflows are inactive by default. To activate a workflow, go to the Workflows list, click the three dots menu (...) next to your workflow, and click Activate (9).
b. Deactivating the workflow To pause a workflow, click the three dots menu (...) and select Deactivate (10).
You will be given two options:
Deactivate workflow: Stops new contacts from entering, but contacts currently inside the workflow will continue progressing normally.
Deactivate workflow and cancel related scheduled tasks: Prevents any further scheduled actions from being executed for all contacts.
c. Sharing the workflow: You can share a template of your workflow with other systeme.io accounts using a simple shareable link. Click the three dots menu (...) and select Share (11).
A popup will appear with a URL you can copy and send.
When the recipient clicks the link, the workflow will begin importing into their account, and they will receive a notification in their dashboard showing the sharing progress (they can cancel the import by clicking the X on the notification).
Once the sharing is complete, a final "Workflow was imported successfully" notification will appear.
The imported workflow can then be accessed directly from their Workflows page.
Important: Most workflow triggers, actions, and conditions are fully shareable. However, because some elements rely on highly specific external connections or upcoming platform changes, the following elements are not included when a workflow is shared:
Triggers: "Blog page form subscribed" and "Creator store form subscribed".
Actions: "Add a new row to a Google Sheet" and "Send webhook".
7. Additional information
Execution history: Workflow execution history is stored for one month only. After this period, it is automatically removed from the system for data optimization. If you can't find a past workflow task in a contact's profile, it means the task was over one month old and was removed during cleanup.
Timezones: The dates and times displayed throughout your workflows (including scheduled delays and execution logs) automatically follow the format and timezone configured in your main account settings.
