Workflows: How to Automatically Send an Email When a Client Reaches Their Check Back Later Date

Note: This feature is only available for Senior Place Premium subscriptions and Administrator users.

Using the Check Back Later Status can be useful for tracking potential future clients; however, it can be tedious to regularly monitor those profiles.

That's where this Workflow comes in handy. Rather than manually checking that Status for clients you want to follow up with, you can have this Workflow automatically send an email for you whenever a client reaches the Check Back Later Date you set.

Follow these steps to set up the Check back later follow-up email Workflow:


1) Navigate to Workflow settings

  1. Click the Settings Cog
  2. Choose the Settings option
  3. Choose the Agency settings tab
  4. Choose Workflows

2) Create a new Workflow

Click the Create workflow button to create a new workflow.


3) Configure the new Workflow

  1. Choose Check back later follow-up email
  2. Edit the Name and Description (optional)
  3. Click Create workflow

4) Customize the Workflow

  1. Choose which Status(es) will allow the Workflow to trigger. For the Workflow to trigger, the client will need to be in the defined Status(es) and have reached their Check Back Later Date.
  2. Choose email Recipient(s).
  3. Build the email Subject and Body. Note that you can use Placeholders to personalize your emails further.
  4. Attach file(s) (optional)
  5. Choose whether or not the sender will be BCC'd on the emails.
  6. Determine how many days after the Check Back Later Date the email will be sent.
  7. Choose who the Email Sender will be:
    1. Client's assigned user - The workflow will automatically send from whoever the client is Assigned to. Please note that you'll need to set the Email sender fallback for any Unassigned clients.
    2. Specific user - If you want the email to always be sent from the same user, choose this option and determine who that user will be.
  8. Click Publish workflow

5) Monitor Workflow Runs (Ongoing)

Once you've published a Workflow, you'll want to keep an eye on upcoming and completed executions! This can be done in three areas:


a) Within a Client Profile

On a client's Overview tab, you'll see the Workflow automation section whenever there is an upcoming or completed Workflow associated with that individual! If a Workflow hasn't yet run (as indicated by the yellow clock icon 🕚), you can click the trashcan icon 🗑️ to stop the Workflow from being executed.

b) Within My Settings > Workflows

By navigating to My Settings > Workflows, you can see, in one place, all of the pending Workflow Runs for clients Assigned to You! You can also stop those Workflow Runs directly from this page by clicking the trashcan icon 🗑️ next to the specific Workflow Run.

c) Within Custom Reports

If you want to see a more nuanced list of your Workflow Runs, Custom Reports is the place to go. In the image below, we pull a report of all upcoming Workflow Runs across our entire agency. If you want to learn more about how to build Custom Reports, consider giving this tutorial a look or reach out to our support team at support@seniorplace.io.



Have more questions? Feel free to reach out to us at support@seniorplace.io!

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