✅ Retreat0.2GHL

Application Submissions

Runs each retreat application through a multi-branch qualification sequence, routing applicants into tailored email and SMS follow-up tracks.

2 triggers 26 steps 3 branches Advanced

What it does

When a prospect submits a retreat application, the system runs them through a multi-branch qualification sequence. Based on their responses, it routes them into different follow-up tracks — qualified applicants move forward with tailored email and SMS sequences, while unqualified applicants are handled separately. The automation includes internal notifications, wait steps, and multiple conditional paths to ensure every application gets the right response automatically.

The value

This replaces what would otherwise be hours of manual application review, sorting, and follow-up. Every applicant gets a response that matches their situation — no one is left waiting, no qualified lead gets missed, and no time is wasted chasing people who aren't the right fit. The system does the triage for you.

Where it fits

This sits between lead capture and sales conversation. It's the qualification engine for the retreat — turning a pile of applications into a sorted, prioritised list of people ready to speak to, with follow-up already running in the background.

Overall purpose

This workflow manages the retreat application process from submission through qualification. It performs two primary functions: • Process new retreat applications by updating CRM records, creating opportunities, sending confirmations, and notifying the team. • Nurture qualified applicants through a structured interview invitation sequence using email and SMS until they book an interview.

The build — trigger → steps → branches

Triggersentry point

Retreat | Application

Survey / Form Submission

Automatically enroll contacts when they submit the Retreat Application form.

Qualified - Send Interview Invite

Contact Tag Added

Tag = qualified

Automatically begin the interview invitation sequence once a contact has been marked as qualified.

If / Elsesplits into 3

Which Retreat?

Retreat Application Submission8 steps

This branch runs when a new retreat application is submitted.

Update Contact Details
Action
Update Contact Fields · Calendar Name, Retreat Date, Retreat Name
Fields — Calendar Name: Mens Andes Interview Calendar; Retreat Date: June 12th – June 28th, 2024; Retreat Name: Warrior Retreats | Mens Andes. Store retreat-specific information for personalization, reporting, and future automations.
Tag Contact
Action
Add Contact Tag · retreat | application
Identify the contact as an official retreat applicant.
Create Opportunity
Action
Create / Update Opportunity · Retreat Applications Pipeline → Applications Submitted
Opportunity Name: {{contact.name}} | {{contact.retreat_name}}; Status: Open. Track every submitted application inside the CRM pipeline.
Remove From Previous Workflow
Action
Remove From Workflow
Remove the contact from the previous Opt-In nurture sequence to prevent duplicate messaging.
Email #1
Email
Subject: {{contact.first_name}}, your application has been received!
Confirm receipt of the application; Thank the applicant; Explain what happens next.
Confirmation SMS
SMS
Send SMS
Reinforce the confirmation; Notify the applicant that their submission was received.
Internal Team Notification
Notify
Internal SMS Notification
Notify the internal team immediately whenever a new retreat application is received.
Workflow Ends
End

Qualified Applicant17 steps

This branch begins once a contact receives the "qualified" tag.

Move to Qualified Stage
Action
Create / Update Opportunity · Retreat Applications Pipeline → Qualified / Interview Invite
Opportunity Name: {{contact.name}} | {{contact.retreat_name}}; Status: Open. Move the applicant into the Qualified stage and prepare them for interview scheduling.
Email #1
Email
Subject: Congratulations, {{contact.first_name}}! Advance to the Next Stage for Warrior Retreats!
Congratulate the applicant; Invite them to schedule their interview.
SMS #1
SMS
Send SMS
Reinforce the interview invitation and encourage immediate booking.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #2
Email
Subject: Reminder: Schedule Your Interview for the Warrior Retreats!
Follow up on the interview invitation; Encourage scheduling.
SMS #2
SMS
Send SMS
Provide a short reminder to book the interview.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #3
Email
Subject: Don't Miss Out: Schedule Your Interview for the Warrior Retreats!
Increase urgency while encouraging interview booking.
SMS #3
SMS
Send SMS
Reinforce Email #3 with a concise reminder.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #4
Email
Subject: Final Call to Schedule Your Interview - Don't Miss Out!
Deliver the final interview invitation before the objection-handling sequence.
SMS #4
SMS
Send SMS
Provide a final interview reminder.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #5
Email
Subject: {{contact.first_name}}, Is Something Holding You Back From Becoming A Warrior?
Address hesitation or objections while encouraging the applicant to complete interview booking.
SMS #5
SMS
Send SMS
Final SMS reminder encouraging interview scheduling.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Workflow Ends
End

None (Fallback)1 steps

No Actions

Workflow Ends
End
No Actions
Acts as the fallback branch when neither trigger condition matches; the workflow ends without taking any action.

Timeline

1New application: update retreat info, add application tag, create opportunity, remove from Opt-In workflow, send confirmation email + SMS, notify team — then ends
2Qualified (immediately): move to Qualified stage, Interview Email #1 + SMS #1
3Day 1: Email #2 + SMS #2
4Day 2: Email #3 + SMS #3
5Day 3: Email #4 + SMS #4
6Day 4: Email #5 + SMS #5
7Day 5: Workflow ends

retreatapplicationqualificationopportunityemailsms