Welcome Sequence Template
The Welcome Sequence is a built-in workflow template that creates a series of timed reminders after a new client connects to your practice. It ensures you follow up at the right moments during the critical first 30 days.
What It Does
Trigger: A new client accepts your invitation and connects to your practice.
Actions (default timing):
| Day | Reminder Created | Purpose | |-----|-----------------|---------| | Day 1 | "Welcome [Client Name] — confirm they can log in" | Verify the client has access and can navigate the basics | | Day 3 | "Check if [Client Name] has added their first policy" | Ensure they've started entering data | | Day 7 | "Review [Client Name]'s initial setup" | Look at what they've entered and note anything missing | | Day 14 | "Follow up with [Client Name] on data entry progress" | Check if snapshot data is current | | Day 30 | "Schedule first check-in call with [Client Name]" | Transition from onboarding to regular engagement |
Each reminder appears in your Reminders inbox on the scheduled day with the client's name populated automatically.
Customizing the Template
After selecting "Use This Template," every field is editable:
- Timing: Change the day offsets to match your onboarding cadence. If you prefer a shorter sequence, remove the Day 14 and Day 30 steps.
- Reminder text: Rewrite any reminder message. The
[Client Name]placeholder is replaced automatically at execution time. - Add steps: Click "Add Action" to insert additional reminders at custom day offsets.
- Remove steps: Click the X next to any action to remove it from the sequence.
If you work with clients who onboard slowly (e.g., they need to request policy data from their carrier before entering snapshots), extend the early reminders to Day 5 and Day 10 instead of Day 1 and Day 3.
Conditions
By default, the Welcome Sequence fires for every new client. You can add conditions to narrow it:
- Plan filter: Only fire for clients on Builder Pro (e.g., if Starter clients get a different onboarding path)
- Source filter: Only fire for clients who came through a specific referral link
Pausing or Editing an Active Sequence
If you need to change the sequence while it's active:
- Go to Workflows → Welcome Sequence.
- Toggle the workflow to Paused.
- Edit the timing or text as needed.
- Toggle back to Active.
Pausing a workflow does not cancel reminders that have already been created. It only prevents the workflow from firing for new trigger events while paused.