How can I use Automations to engage with prospective members or Leads

Using Optix Automations to engage with prospective members or "leads" is great way to grow your Coworking space. In Optix, these people are designated as Unconfirmed Users.

Click here to learn more about what an Unconfirmed User is.

Engage with Unconfirmed Users using our pre-built Automation Recipe:

Go to the Automations tab
Click on Add Automation
Click on the Retarget unconfirmed users recipe:
Click on Set Live to enable the Automation with the default email text and default time intervals

OR

Click on Open in editor to adjust the email and delay specifics before setting it live

Example: I would like to engage with Unconfirmed Users who recently booked a tour

Company A runs a coworking space for general business professionals, but they are struggling to convert Leads who book an initial tour to complete their onboarding. They would like to increase the number of Leads that convert to active members with Plans on their accounts. How can they achieve this using Optix Automations?

Automation #1 - Booked tour reminder email:

Go to the Automations tab
Click on Add Automation
Click on the Start from scratch
Select New tour booking in the Edit Trigger menu
Click Continue
Click Choose an action to edit your next step
Select Delay
Edit the Delay time to 30 minutes
Click on Continue
Click on the " + " icon to add a new step
Select Send an email
Edit the Subject and Body text of the email to reflect your thanks and excitement that they've booked a tour at your space:
Click Continue

Tip: We strongly recommend using the Personalization Data to customize each email for each unique Lead who books a tour (ie. First name, Upcoming tour booking date, etc.). Check out this article to learn more about Personalization Data

The final version of the Automation will look like this:

Note: Don't forget to give your Automation a name (ie. "Tour Booking Follow-up")!

Automation #2 - Post-tour email follow up:

Go to the Automations tab
Click on Add Automation
Click on the Start from scratch
Select Date in the Edit Trigger menu
Under Which date select Upcoming tour booking date
Under When select On the date
Click Continue
Click Choose an action to edit your next step
Select Delay
Edit the Delay time to 30 minutes
Click Continue
Click on the " + " icon to add a new step
Select Condition
Adjust the conditional settings:
1. Only continue if...
  1. Account Type
  2. Is
  3. Lead
Click Continue
Click on the " + " icon to add a new step
Select Send an email
Edit the Subject and Body text of the email to reflect your thanks for them taking the tour and reminding them to reach out if they want further information:
Click on the " + " icon to add a new step
Select Create a task
Choose an Assignee for the task, ie. "Account's primary location admin"
Give the Task a Title, ie. "Post-tour Admin duties"
Give the Task a Task Description, for example:
1. Tasks to Complete:
  1. Collect Feedback:
    Reach out to the user to gather their thoughts and impressions from the tour.
    Note any specific features they liked or had concerns about.
  2. Answer Questions:
    Address any questions the user had during or after the tour.
    Provide additional details on services, pricing, availability, or customization options.
  3. Discuss Next Steps:
    Offer to schedule a follow-up call or meeting if needed.
    Discuss potential membership or booking options if they expressed interest.
  4. Provide Additional Resources:
    Share any brochures, floor plans, or other materials that could help them make a decision.
    Direct them to our website for more detailed information.
  5. Notes:
    Ensure to personalize the communication to make the user feel valued.
    If the user has any specific requirements or needs assistance, address them promptly.
Select a Due date
Click Done

The final version of the Automation will look like this:

Note: feel free to add in more automated emails as needed. There is no limit to the number of steps you can have within an Automation.