📅 Retreat0.3GHL

Retreats | Interview Calls

A multi-branch engine managing the full interview-call lifecycle: booking confirmations, pre-call reminders, and outcome-based follow-ups.

4 triggers 58 steps 5 branches Advanced

What it does

This is the most complex automation in the retreat sequence — a large multi-branch workflow that manages the entire interview call lifecycle. Across multiple conditional paths, it handles booking confirmations, pre-call reminders, no-show follow-ups, post-call actions, and outcome-based routing depending on what happens on the call. Each branch triggers its own email and SMS sequence tailored to where the prospect is in the process.

The value

Interview calls are the highest-value touchpoint in the retreat sales process — this is where qualified applicants become paying clients. This automation ensures every booked call is confirmed, reminded, and followed up on automatically. If someone doesn't show, the system chases them. If they do show, the next step fires instantly. Nothing falls through the cracks at the most critical moment in the funnel.

Where it fits

This sits at the sales conversion stage of the retreat funnel — after qualification, before close. It's the engine that protects the calendar, maximises show-up rates, and keeps the pipeline moving without any manual effort from the team.

Overall purpose

This workflow manages Warrior Retreat interview appointments from booking through completion. It automatically updates CRM opportunities, tags contacts, notifies your internal team, and delivers tailored email and SMS sequences based on each appointment outcome. Appointment outcomes handled: • Scheduled • Showed • Cancelled • No-Show Each appointment status follows its own automation path to move the contact through the retreat application process.

The build — trigger → steps → branches

Triggersentry point

Interview | Scheduled

Appointment Confirmed

Appointment Type = NormalAppointment Status = Confirmed

Begin the interview confirmation and reminder sequence.

Interview | Showed

Appointment Showed

Appointment Type = NormalAppointment Status = Showed

Begin the post-interview payment and registration sequence.

Interview | Cancelled

Appointment Cancelled

Appointment Type = NormalAppointment Status = Cancelled

Begin the interview rescheduling sequence.

Interview | No-Show

Appointment No-Show

Appointment Type = NormalAppointment Status = No Show

Begin the no-show recovery and rescheduling sequence.

If / Elsesplits into 5

Appointment Status?

Scheduled19 steps

This branch runs immediately after an interview appointment has been confirmed.

Move Opportunity
Action
Create / Update Opportunity · Stage: Call Scheduled
Move the applicant into the Scheduled Interview stage.
Add Tag
Action
Add Contact Tag · warrior | retreat | interview scheduled
Identify contacts who have successfully booked an interview.
Remove From Previous Workflow
Action
Remove From Workflow
Prevent duplicate pre-interview nurturing.
Notify Team
Notify
Internal Email Notification
Notify the Warrior Retreats team of the newly scheduled interview, including: Applicant Name, Retreat, Interview Date, Interview Time.
Increase Engagement Score
Action
Modify Contact Engagement · Add 5 Points
Reward high-intent engagement.
Remove From Leads Pipeline
Action
Remove Opportunity
Remove the contact from the Leads pipeline now that they have scheduled an interview.
Email #1
Email
Subject: Warrior Retreats | Interview Confirmed!
Confirm the booking and explain what to expect.
SMS #1
SMS
Send SMS
Immediate interview confirmation.
Wait — 24 Hours Before Appointment
Wait
Appointment-Based Wait
Email #2
Email
Subject: Your Interview Is Tomorrow - Warrior Retreats
24-hour reminder.
SMS #2
SMS
Send SMS
24-hour SMS reminder.
Wait — 1 Hour Before Appointment
Wait
Appointment-Based Wait
Email #3
Email
Subject: Your Interview in 1 Hour - Warrior Retreats
One-hour reminder.
SMS #3
SMS
Send SMS
One-hour SMS reminder.
Wait — 10 Minutes Before Appointment
Wait
Appointment-Based Wait
Email #4
Email
Subject: Interview Starting Soon - 10 Minutes to Go!
Final reminder before the interview.
SMS #4
SMS
Send SMS
Final SMS reminder.
Wait — 1 Hour
Wait
Time-Based Wait · 1 Hour
Workflow Ends
End

Showed12 steps

This branch runs when the applicant attends the interview.

Move Opportunity
Action
Create / Update Opportunity · Stage: Interview Showed
Move the applicant into the post-interview stage.
Add Tag
Action
Add Contact Tag · warrior | retreat | interview showed
Email #1
Email
Subject: Congratulations! You're Invited to the Warrior Retreats
Send payment or registration instructions.
SMS #1
SMS
Send SMS
Reinforce the payment link.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #2
Email
Subject: Complete Your Registration for Warrior Retreats
SMS #2
SMS
Send SMS
Payment reminder.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #3
Email
Subject: Save Your Spot For Warrior Mens Andes!
SMS #3
SMS
Send SMS
Final payment reminder.
Wait — 7 Days
Wait
Time-Based Wait · 7 Days
Workflow Ends
End

Cancelled13 steps

This branch runs when the interview is cancelled.

Move Opportunity
Action
Create / Update Opportunity · Stage: Interview Cancelled
Add Tag
Action
Add Contact Tag · warrior | retreat | interview cancelled
Notify Team
Notify
Internal SMS Notification
Notify the team that the applicant cancelled and is entering a reschedule sequence.
Email #1
Email
Subject: Reschedule Your Interview for Warrior Retreats
SMS #1
SMS
Send SMS
Invite the applicant to book another interview.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #2
Email
Subject: Still Thinking About Becoming a Warrior? Let's Pick a New Time
SMS #2
SMS
Send SMS
Second reminder.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #3
Email
Subject: Have You Given Up On Your Transformative Journey?
SMS #3
SMS
Send SMS
Final reschedule reminder.
Wait — 7 Days
Wait
Time-Based Wait · 7 Days
Workflow Ends
End

No-Show13 steps

This branch runs when the applicant misses the interview.

Move Opportunity
Action
Create / Update Opportunity · Stage: Interview No-Show
Add Tag
Action
Add Contact Tag · warrior | retreat | interview no show
Notify Team
Notify
Internal SMS Notification
Notify the team that the applicant missed the interview and is entering the no-show recovery sequence.
Email #1
Email
Subject: We Missed You, {{contact.first_name}} - Let's Reschedule Your Call!
SMS #1
SMS
Send SMS
Invite the applicant to reschedule.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #2
Email
Subject: Still Thinking About Your Retreat? Let's Pick a New Time
SMS #2
SMS
Send SMS
Second reschedule reminder.
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Email #3
Email
Subject: Have You Given Up On Your Transformative Journey?
SMS #3
SMS
Send SMS
Final reschedule reminder.
Wait — 7 Days
Wait
Time-Based Wait · 7 Days
Workflow Ends
End

None (Fallback)1 steps

No Actions

Workflow Ends
End
No Actions
Fallback branch for appointment events that do not match any configured trigger.

Timeline

1Scheduled: move to Scheduled stage, tag, notify team, +5 engagement, remove from Leads; 4 emails + 4 SMS at booking, 24h before, 1h before, 10min before
2Showed: move to Showed stage, tag; 3 payment/registration emails + 3 SMS over ~9 days
3Cancelled: move to Cancelled stage, tag, notify team; 3 reschedule emails + 3 SMS over ~9 days
4No-Show: move to No-Show stage, tag, notify team; 3 reschedule emails + 3 SMS over ~9 days
5None: no actions performed

retreatinterviewappointmentremindersno-showpipeline