Workflows: How to Automatically Send an Email When Client Status Changes

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

Automating emails when a client's status changes can greatly improve your efficiency and can help to ensure essential emails never get overlooked!


Follow these steps to set up an Email on Client Status Change 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 Send email on client status changes
  2. Edit the Name and Description (optional)
  3. Click Create workflow

4) Customize the Workflow

  1. Choose which Status(es) will trigger the Workflow
    • When more than one Status Filter is used, there are a few interactions to keep in mind. Let's use an example where Intake Completed & Touring/Deciding are the chosen Status Filters:
      • When the client is moved to either Intake Complete or Touring/Deciding, the Workflow will trigger as expected.
      • Based on what happens next, a few different interactions will take place:
        • Client Remains in Status: The Workflow will run as expected.
        • Client is Moved to a Non-Status Filter Status: If the Workflow has already run, nothing will happen, but if the Workflow hasn't yet run (due to the delay), it will be canceled.
        • Client is Moved to Another Status Filter Status: If the Workflow has already run, it will be triggered again. If the Workflow hasn't yet run (due to the delay), the initial Workflow will be canceled, and the Workflow will be re-triggered.
  2. Choose the email recipients.
  3. Edit the Email subject and body.
  4. Attach file(s) (optional)
  5. Choose whether or not to BCC the sender on emails that get sent.
  6. 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.
  7. Set Workflow delay
  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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