Workflow System

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Creating Workflows

1

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

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 cancels 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.

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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 to the Basic Templates section below.

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 email and make it more effective.

4

Add BCC recipients to receive reminders and keep everyone aligned.

Once you’re happy with your setup, 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 a key part of 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

Set a custom delay before the next action in your workflow is triggered.

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

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

Condition Node

1

Select the Condition Node

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.

2

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

3

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

Once you’re happy with your setup, 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 in the chat system at any point in the workflow based on member behavior, time frames, lead status, and more.

2

Choose the tag you'd like to add or remove 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.

3

Decide whether the selected tag should be added to or removed from chats.

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 setup, 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 software, such as your CRM, Zapier, Google Sheets tracker, etc.

2

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

Click on the data you want to send over to other software.

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.

Once you’re happy with your Webhook setup, 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 and Structure of Each Automation Type

Comment trigger example workflow (CTA post)

Basic understanding of Comment Trigger 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 and strong CTA at the end of your post to boost engagement.

Here’s how you set up a simple Comment Trigger workflow:

1. Choose the Comment trigger when creating a new workflow.
2. After that, add the Condition node directly after the Comment trigger and insert the “contains keyword” value, then predefine the 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 messages, and trigger follow-ups accordingly. You can also send webhooks based on specific actions to other software.For detailed setup instructions, visit the Node Guide where every node and its configuration is explained.

Member joined 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 Member Joined workflow:

1. Choose the Member Joined trigger when creating a new workflow.
2. Next, place a Delay node right after the Member Joined trigger and set the amount of time the workflow should wait before continuing (skip this step if you want to act immediately).
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 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 software (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 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. Choose the Payment Failed trigger when creating a new workflow.
2. Next, place a Delay node right after the Payment Failed trigger and set the amount of time the workflow should wait before continuing (skip this step if you want to act immediately).
3. Following the delay, or instantly if preferred, set up a direct message and/or email to reach members as soon as a card is declined and payment doesn’t go through.
4. Done. You’ve now created a 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 software (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 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. Choose the Cancellation trigger when creating a new workflow.
2. Next, place a Delay node right after the Member Cancellation trigger and set the amount of time the workflow should wait before continuing (skip this step if you want to act immediately).
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 basic Cancellation 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 software (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 Tips and Tricks

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

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Efficient Navigation

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 drag → Command C

Command V + move mouse to the desired location

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Manage & Control Your Workflows in the Workflow Dashboard

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Executions Page

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