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 (1).

Click on the Create (2) button.

Choose a name for your workflow and click Save (3).

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 (4).
• 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.
• Creator store form subscribed: When a contact subscribes through the “Collect emails” section in the digital store.

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 assigns the Customer 1 tag to every buyer of Offer #1.

Workflow sequence

1. When a lead subscribes through the opt-in 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 opt-in page. Click on Create.

2. Add an action: Choose Subscribe to 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.

You can always add another group of conditions.

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.

On the popup that appears, click Confirm.

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.

Additional information:

Workflow execution history is stored for only one month. 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 page, it means the task was over one month old and has been removed during system cleanup.