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

A 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

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

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

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

5. 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.