Workflows: How to Automatically Send a Move-In Follow-Up Email

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

After a client moves, you may still want to check in on them, follow up with the best contact, or even ask the chosen community how your client is doing. With this Workflow, you can have those emails automatically sent.

Follow these steps to set up a Move-in Follow-up 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 Move-in follow-up email
  2. Edit the Name and Description (optional)
  3. Click Create workflow

4) Customize the Workflow

  1. Set the Client status filter. These status(es) are the only ones that will allow the Workflow to run. For the Workflow to trigger, the following three things need to happen:
    1. The client needs to be in one of the defined status(es)
    2. Their Move Date must be set
    3. The Days after move to send email (defined in step 6) must be feasible given the Move Date. For example, if you've set the Workflow to send six days after the move date and the client's move date is ten days ago, the Workflow will not trigger.
  2. Choose who the Recipient(s) will be.
  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 Move Date the email will automatically 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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