How To Use Event Start Date Step In Workflows

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Workflow automation can significantly enhance your business operations, providing efficiency and improving customer interactions. One of the most powerful features in HighLevel workflow automation is the ‘Set Event Start Date and Time’ step. This feature allows you to define a date or time for an event and use wait steps to manage contacts relative to the specified time. Let’s explore the options within this feature and some common use cases.

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Understanding the Set Event Start Date and Time Feature

The ‘Set Event Start Date and Time’ step offers three main options: Custom Field, Date/Time, and Day. Each option serves different purposes, allowing for versatile applications in your workflow.

Custom Field Option

The Custom Field option allows you to select a custom field or value to use as the event start date. This is particularly useful for personalized and dynamic workflows.

Example Use Case: Policy Renewal Reminder

  1. Add Set Event Start Date: Choose the Custom Field option.
  2. Select Custom Field: Click the tag icon, navigate to ‘Contact’, select ‘Custom Fields’, and choose your custom date field (e.g., Policy Purchase Date).
  3. Add Wait Step: Select ‘Appointment or Event Time’, set the timing to ‘Before’, change the unit to ‘Days’, and set the value to 14. This holds contacts until two weeks before the policy purchase date.
  4. Add Messaging Steps: Create steps for email, SMS, or voicemail reminders. Use custom variables to dynamically insert the policy purchase date into your message, reminding customers that their policy expires in two weeks.
  5. Loop the Workflow: Add a ‘Go to’ event to loop the contact back to the top of the workflow, initiating the process again for the following year.
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Date/Time Option

The Date/Time option allows you to specify a particular date and time, making it ideal for events scheduled at fixed intervals.

Example Use Case: Course Reminders

  1. Add Set Event Start Date: Choose the Date/Time option.
  2. Select Date and Time: Set the first event date (e.g., the first Friday at noon for a three-week course).
  3. Add Wait Step: Set the wait step to hold contacts until one hour before the event.
  4. Send Reminder: Create a messaging step to send reminders (email, SMS, voicemail) an hour before the event.
  5. Repeat Steps: Add subsequent ‘Set Event Start Date’ steps for each Friday at noon, followed by corresponding wait and reminder steps.

Day Option

The Day option allows you to select a current day of the week or month, perfect for recurring weekly or monthly events.

Example Use Case: Weekly Open House

  1. Add Set Event Start Date: Choose the Day option.
  2. Configure Day Parameters: Set the first parameter to ‘Current Day of Week’, the second to ‘Monday’, and the third to 8 PM.
  3. Add Wait Step: Hold contacts until one hour before Monday at 8 PM.
  4. Send Reminders: Create messaging steps to send reminders one hour before the event.
  5. Loop the Workflow: Use a ‘Go to’ step to loop contacts back to the top of the workflow for the next week.
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Conclusion

The ‘Set Event Start Date and Time’ feature is a versatile and powerful tool in HighLevel workflow automation. By leveraging Custom Field, Date/Time, and Day options, you can create tailored workflows that automate reminders, manage event timings, and improve customer engagement.

Whether you’re sending annual policy renewal reminders, scheduling course reminders, or managing weekly open houses, this feature can streamline your processes and enhance your operational efficiency. Start incorporating these steps into your workflows today and experience the benefits of optimized automation with HighLevel.

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