Onboarding Day 4 - Part 2: Discovery Call and Service Appointment Automations

Purpose

This article explains how to configure:

• The Discovery Call Confirmation workflow

• The 1:1 Programme / Service Appointment workflow

These automations confirm bookings, assign ownership, and update opportunities in your pipeline.

Scope

Applies to users setting up appointment-based workflows using calendars, payments, and pipelines as part of the 5-day onboarding series.

Preconditions

• Discovery call calendar created

• Pipeline available (e.g., 1 on 1 client enquiries)

• Product created for paid programmes

• Workflow templates available in Automation section

Part 1: Discovery Call Automation

Step 1: Open the Workflow

1. Navigate to Automation

2. Open the folder: Your first client-getting funnel

3. Open the Discovery Call workflow

Each workflow must have:

• A Trigger (what starts it)

• One or more Actions (what happens next)

Step 2: Configure the Trigger

1. Select trigger: Customer Booked Appointment

2. Add a filter:

   • Field: In calendar

   • Value: Your Discovery Call calendar (e.g., Free 30 Minute Consultation)

3. Save the trigger

This ensures the workflow only fires for discovery calls.

Step 3: Assign the Contact to a User

1. Action: Assign to User

2. Select the appropriate team member

3. Save the action

Step 4: Find or Create an Opportunity

This ensures the enquiry is tracked in your pipeline.

Find Existing Opportunity

1. Action: Find Existing Opportunity

2. Add filter:

   • Pipeline → 1 on 1 client enquiries

3. Save

Update Opportunity (If Found)

1. Set pipeline: 1 on 1 client enquiries

2. Set stage: Discovery Call Booked

3. Set opportunity name (e.g., Contact Name)

4. Save

Create Opportunity (If Not Found)

1. Set pipeline: 1 on 1 client enquiries

2. Set stage: Discovery Call Booked

3. Set opportunity name

4. Save

Step 5: Configure Email Notifications

1. Open workflow Settings

2. Set default sender details:

   • From Email: hello@mail.yourdomain.com

   • From Name: Your name / business name

3. Save settings

Confirmation Email

• Review subject

• Do not edit content inside {{double curly brackets}}

• You may rearrange or reword surrounding text

• Save

Reminder Emails

• One sent 1 hour before

• One sent 10 minutes before

• Edit if needed

• Save each action

Step 6: Publish

1. Click Publish Workflow

2. Click Save

The Discovery Call automation is now complete.

Part 2: 1:1 Programme / Service Appointment Automation

Purpose

This workflow confirms appointments after payment and moves the opportunity to the final pipeline stage.

Step 1: Configure the Trigger

1. Trigger: Payment Received

2. Add filter:

   • Global Product → Select your 1:1 programme

3. Save trigger

Step 2: Confirm Appointment

• Appointment confirmation is handled by calendar notification settings

• No additional setup required here

Step 3: Find or Create Opportunity

Repeat the same logic used in the Discovery Call workflow:

• Pipeline: 1 on 1 client enquiries

• Stage: Booked Appointment

• Opportunity name: {{Contact_Name}}

Save all actions.

Step 4: Publish

1. Publish the workflow

2. Save

What if you got stuck?

Please book a 15-minute troubleshooting session with our tech team using the link from your first onboarding email.

If you can’t find the link, contact us at:
support@wellconnect.freshdesk.com

All done! Now what?

Move to day 4 - Part 3 > > >