Workflow system

If you cannot access the workflow system on the left side of your Fiducia instance, your current plan includes feature limitations. You can upgrade at any time by reaching out to us here or book a personalised demo call right here.

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Creating workflows

1

Go to the Workflow tab and click “Create Your First Workflow” in the center of the screen.

 Choose a name that describes the flow you’re building so you can easily recognize it later on.

Tip: If you have team members or multiple people working inside the same Fiducia account, adding a short description of what the workflow does can be very helpful.

2

To create the first step of your workflow, click ‘Add First Step’ in the middle of the screen

3

Choose from four different trigger options as the starting point for your workflow

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Here are the different options and their main use cases and benefits:

Comment - CTA

Automatically triggers when a member comments a keyword under a post

Great for collecting new leads, increasing show-up rates, and promoting special offers.

Member Joined

Automatically triggers the moment a new member joins your community 

Great for onboarding, timed pitch messages, and improving overall customer support & experience. 

Member Cancelled

Automatically triggers once a member cancelles your paid community 

Great for bringing members back and collecting feedback on why they left and how you can improve.

Member Payment Failed

Automatically triggers once a payment fails or a member’s card is declined

Great for re-engaging members, reminding them of payment issues, and helping them resolve it quickly

4

Once you’ve selected the initial trigger, you can add different nodes to start your workflow

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Select from Six Different Nodes and Learn How to Set Up Each one:

if you want to directly learn how to set up complete workflows head here

Direct Message Node

1

Select the Direct message Node

Direct messages are the central node of a strong workflow. They help you check in with members, pitch offers, start meaningful conversations, and more.

2

Click on the Direct Message node or the edit icon

3

In this node, you can create the direct message you want to send automatically.

Use the placeholders below to personalize your direct message and make it more effective.

     Once you’re happy with your message, click ‘Save Changes’ to continue the flow.

After clicking “Save changes,” this pop-up should appear in the bottom right corner. ✅

Email Node

1

Select the Email Node

Email messages are a great addition to any workflow. They allow you to notify team members, reach out to members who become inactive on Skool, capture attention across multiple platforms, and much more.

2

Click on the Email node or the edit icon

3

Create Your Email with a Clear Subject Line and Message Content

Use the placeholders to personalize your direct message and make it more effective. 

4

Add BCC Recipients to Receive Reminders and Keep Everyone Aligned

      Once you’re happy with your set-up, click ‘Save Changes’ to continue the flow.

After clicking “Save changes,” this pop-up should appear in the bottom right corner. ✅

Delay Node

1

Select the Delay Node

Delays are akey part of a clean workflow logic. After sending a DM or email, adding a delay before the next step ensures better timing, keeps communication natural, avoids back-to-back messages, improves member experience, and increases response rates.

2

Click on the Delay node or the edit icon

3

Set a Custom Delay Before the Next Action in Your Workflow Is Triggered

       Once you’re happy with your set-up, click **‘Save Changes’ **to continue the flow.

After clicking “Save changes,” this pop-up should appear in the bottom right corner. ✅

Condition Node

1

This node lets you track message status, monitor folders and tags, check replies, detect keywords under posts, and more. It helps you target specific groups more accurately and improve the overall customer experience driving more sales.

This node lets you track message status, monitor folders and tags, check replies, detect keywords under posts, and more. It helps you target specific groups more accurately and improve the overall customer experience driving more sales.

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The "advanced" section in the top right gives you additional flexibility for building workflows, but it is more complex & best suited for users with technical experience.

The “advanced” section in the top right gives you additional flexibility for building workflows, but it is more complex & best suited for users with technical experience.

1

Adding both paths helps you track progress, organise leads, personalize messages & automations based on behaviour, and improve data tracking through webhooks.

Once you’re happy with your message, click ‘Save Changes’ to continue the flow.

After clicking “Save changes,” this pop-up should appear in the bottom right corner. ✅

Tag Node

1

Select the Tag node

In this node, you can automatically add or remove tags to the chat-system at any point in the workflow based on member behavior, time frames, lead status, and more.

2

Click on the Tag node or the edit icon

3

Choose the tag you’d like to add or remove to members at this stage of the workflow.

If the tag you want to apply or remove doesn’t appear in this dropdown, it hasn’t been created yet. Simply go to the Chat System and click the settings icon to create a new tag.

4

Decide if the tag you selected earlier should be added to or removed from chat's.

Adding tags based on different phases or events and removing them once they are no longer relevant can significantly improve the structure and clarity of your entire workflow inside the inbox. 

Once you’re happy with your message, click ‘Save Changes’ to continue the flow.

After clicking “Save changes,” this pop-up should appear in the bottom right corner. ✅

Webhook Node

1

Select the Webhook node

In this node, you can automatically send information based on member behaviour and phases of the workflow to other softwares, like your CRM, Zapier, google sheets tracker etc. 

2

Click on the webhook node or the edit icon

3

Enter the software URL of the software you want to connect and select the data to send.

 Click on the data you want ot send over to other softwares.

To label the data, you can add a custom header in the field. This helps you track information more clearly, organize campaigns better, and target people more precisely.

4

Video explaing how to set webhooks up

Once you’re happy with your Webook set-up, click ‘Save Changes’ to continue the flow.

After clicking “Save changes,” this pop-up should appear in the bottom right corner. ✅

These are basic templates to help you begin. You can personalize them at any time and add or remove nodes with the help of the node guide above.

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Basic Templates & structure of each automation type:

Comment trigger example workflow (CTA post)

Basic understanding of comment Triggers workflows

Comment Trigger workflows help you capture leads by encouraging members to comment a specific keyword under a post to automatically receive information to their DMs. Add a clear & strong CTA at the end of your post to boost engagement.

Here’s how you set up a simple Comment trigger workflow.

1. Coose the Comment trigger when creating a new worflow. 
2. After that add the condtion node directly after the comment trigger and isert the “contains keyword” value, and directly predefined your keyword you want to trigger. 
3. Add a direct message right after the yes condition branch, so it sends instantly when someone comments the keyword.
   You can also add a delay to give the automation a more natural, human touch.
4. Done. You’ve now created a basic keyword-triggered automation flow.
   To make your workflow more effective and valuable, you can add follow-up chains, check whether members responded or viewed previous message, and trigger follow-ups accordingly. You can also send webhooks based on specific actions to other softwares.
   
   For detailed setup instructions, visit the Node Guide where every node and its configuration is explained.

Member joinened example workflow (onboarding)

Basic understanding of member joined Triggered workflows

Member Joined workflows help you automatically onboard new members, capture leads, boost engagement and create upsell opportunities by checking in, following up, and pitching based on their join date and behavior inside the group and DMs.

Here’s how you set up a simple Comment trigger workflow.

1. Coose the member joined trigger when creating a new worflow. 
2. Next, place a Delay node right after the Member Joined trigger and set the amount of time the workflow should wait before continuing (if you want to wait, otherwise skip to step 3).
3. After the delay, or instantly if you prefer, add a direct message that will be sent to all new members who join your community.
   If you use the survey automation combined with the Member Joined trigger to reach out based on community membership answers, you must add a delay of at least 10 minutes so the system can register all data correctly. 
4. Done. You’ve now created a very basic member joined automation flow.
   To make your workflow more effective and valuable, you can add follow-up chains, check whether members responded or viewed previous messages, and trigger follow-ups accordingly. You can also send webhooks based on specific actions to other softwares (CRM).
   
   For detailed setup instructions, visit the Node Guide where every node and its configuration is explained.

Payment failed example workflow (recovery)

Basic understanding of payment failed joined Triggered workflows

Payment Failed workflows are designed to automatically check in with members, remind them about their payment issue, and guide them to update their payment method so they stay in the group. This is highly effective for reducing churn. 

Here’s how you set up a simple Payment failed workflow. 

1. Coose the Payment failed trigger when creating a new worflow. 
2. Next, place a Delay node right after the Member Joined trigger and set the amount of time the workflow should wait before continuing (if you want to wait, otherwise skip to step 3).
3. Following the delay, or instantly if preferred, set up a direct message and or email to reach members as soon as a card declines and payment doesn’t go through. 
4. Done. You’ve now created a very basic Payment failed automation flow.
   To make your workflow more effective and valuable, you can add follow-up chains, check whether members responded or viewed previous messages, and trigger follow-ups accordingly. You can also send webhooks based on specific actions to other softwares (CRM).
   
   For detailed setup instructions, visit the Node Guide where every node and its configuration is explained.
   You can also add tag nodes anywhere in the workflow to automatically assign or remove tags, giving you more context when messaging members. For example, attach a ‘Payment Failed’ tag as soon as the workflow is triggered.

Cancellation example workflow (recovery)

Basic understanding of cancellation Triggered workflows

Cancellation workflows proactively reach out when a member cancels, giving you a final opportunity to still retain them. You can offer tailored incentives, remind them of the value they’re missing, and gather feedback to improve your offer, all while increasing your chances of winning them back and lowering churn long term.

Here’s how you set up a simple Cancellation workflow: 

1. Coose the Cancellation trigger when creating a new worflow. 
2. Next, place a Delay node right after the Member Cancellation trigger and set the amount of time the workflow should wait before continuing (if you want to wait, otherwise skip to step 3).
3. Following the delay, or instantly if preferred, set up a direct message and/or email to reach members as soon as they cancel their subscription. 
4. Done. You’ve now created a very basic Payment failed automation flow.
   To make your workflow more effective and valuable, you can add follow-up chains, check whether members responded or viewed previous messages, and trigger follow-ups accordingly. You can also send webhooks based on specific actions to other softwares (CRM).
   
   For detailed setup instructions, visit the Node Guide where every node and its configuration is explained. 
   You can also add tag nodes anywhere in the workflow to automatically assign or remove tags, giving you more context when messaging members. For example, attach a ‘Cancellation ’ tag as soon as the workflow is triggered.

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Navigation in the workflow system tips and tricks:

Master Workflow Navigation to Build Automations Faster, Smarter, and More Efficiently

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Efficient Navigation

The bar on the right side has four different fields and functions:

1. Mouse Icon: This is the multi- select-tool. It allows you to select multiple nodes at once by dragging your mouse across them. You can then move, copy, or delete the selected nodes together.
2. Plus Icon: This button lets you add new nodes to your workflow. Follow this detailed guide to understand how each node works and how to set it up correctly.
3. Overview Panel: This section shows all current issues or errors within the workflow, including explanations and guidance on how to fix them.
4. Toggle Icon: This icon allows you to hide or show the right side panel based on your preference and the complexity of your workflow.

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Tips and Tricks

Copy= Shift + mouse -> command C 

Command V + mouse to location you want to duplicate at.

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Manage & control your workflows easily in the workflow dashboard:

The workflow dashboard is devided into a ‘overwiev page’ and a ‘execution page’

On the left side, you can review the workflow name, description, and trigger type, such as member joined, commented, etc.

Quickly enable or disable workflows, delete them, or **edit and change **the flow by clicking on it

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Executions Page

Filter by workflow status or individual workflows to review performance and track behavior.

Review workflows based on status, active step, start time, duration, and look into actions.