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How to engage with prospective members or Leads using Automations
How to engage with prospective members or Leads using Automations

As an Admin, learn how to use Automations to engage with prospective Members/Leads.

Dan Squires avatar
Written by Dan Squires
Updated over 3 months ago

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.

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

  1. Go to the Automations tab

  2. Click on Add Automation

  3. Click on the Retarget unconfirmed users recipe:

  4. Click on Set Live to enable the Automation with the default email text and default time intervals
    ​
    OR
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    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:

  1. Go to the Automations tab

  2. Click on Add Automation

  3. Click on the Start from scratch

  4. Select New tour booking in the Edit Trigger menu

  5. Click Continue

  6. Click Choose an action to edit your next step

  7. Select Delay

  8. Edit the Delay time to 30 minutes

  9. Click on Continue

  10. Click on the " + " icon to add a new step

  11. Select Send an email

  12. Edit the Subject and Body text of the email to reflect your thanks and excitement that they've booked a tour at your space:


    ​

  13. 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:

  1. Go to the Automations tab

  2. Click on Add Automation

  3. Click on the Start from scratch

  4. Select Date in the Edit Trigger menu

  5. Under Which date select Upcoming tour booking date

  6. Under When select On the date

  7. Click Continue

  8. Click Choose an action to edit your next step

  9. Select Delay

  10. Edit the Delay time to 30 minutes

  11. Click Continue

  12. Click on the " + " icon to add a new step

  13. Select Condition

  14. Adjust the conditional settings:

    1. Only continue if...

      1. Account Type

      2. Is

      3. Lead

  15. Click Continue

  16. Click on the " + " icon to add a new step

  17. Select Send an email

  18. 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:

  19. Click on the " + " icon to add a new step

  20. Select Create a task

  21. Choose an Assignee for the task, ie. "Account's primary location admin"

  22. Give the Task a Title, ie. "Post-tour Admin duties"

  23. 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.

  24. Select a Due date

  25. 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.

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