Workflow goals are automatic completion conditions that stop a workflow when a client takes a desired action. Without goals, you might send a “please respond to our proposal” email right after someone has already booked—which is awkward and unprofessional. Goals prevent this by completing the workflow early when the objective is achieved.
Why Goals Matter #
Consider a proposal follow-up workflow:
- Day 1: Send proposal
- Day 3: “Just checking in on the proposal”
- Day 7: “Reminder: Proposal expires soon”
- Day 14: “Last chance to book”
Without a goal: If the client accepts on Day 2, they’ll still receive all the reminder emails—which looks bad.
With a “Proposal Accepted” goal: The workflow completes on Day 2 when they accept, and no further emails are sent.
Available Goal Types #
BookLive supports five goal types that automatically complete workflows:
Proposal Accepted #
Triggers when a client accepts a proposal associated with their enrollment.
Best for:
- Proposal follow-up sequences
- Quote reminder workflows
- Sales nurturing campaigns
Contract Signed #
Triggers when a client signs a contract for the associated performance.
Best for:
- Contract reminder workflows
- Pre-booking completion sequences
- Onboarding workflows that require signed agreements
Invoice Paid #
Triggers when a client pays an invoice or makes a payment.
Best for:
- Payment reminder workflows
- Deposit collection sequences
- Balance due reminders
Performance Booked #
Triggers when a performance is confirmed or booked.
Best for:
- Lead nurturing workflows
- Inquiry follow-up sequences
- General sales workflows
Review Submitted #
Triggers when a client submits a review.
Best for:
- Post-event thank you sequences
- Review request workflows
- Testimonial collection campaigns
How to Add Goals #
- Open your workflow in edit mode
- Navigate to the Goals section
- Click Add Goal
- Select the goal type
- Enter a descriptive name (e.g., “Client Booked”, “Payment Received”)
- Save the goal
Goal Priority #
You can add multiple goals to a single workflow. When any goal is met, the workflow completes. Each goal has a priority level that determines which goal is recorded if multiple could apply simultaneously.
Example: A workflow might have both “Contract Signed” and “Proposal Accepted” goals. If the client accepts a proposal (which might also trigger a booking), the higher-priority goal is recorded as the completion reason.
What Happens When a Goal Is Met #
When a goal condition is detected:
- All pending steps in the enrollment are marked as “Skipped”
- The enrollment status changes to “Completed by Goal”
- The specific goal that completed the workflow is recorded
- No further emails or actions are sent
Goal-Based Workflow Examples #
Proposal Follow-Up with Goal #
| Component | Configuration |
|---|---|
| Trigger | Immediate |
| Step 1 | Email: “Your Proposal” |
| Step 2 | Delay: 3 days |
| Step 3 | Email: “Following Up” |
| Step 4 | Delay: 5 days |
| Step 5 | Email: “Final Reminder” |
| Goal | Proposal Accepted |
Client accepts on Day 2? Workflow completes, Steps 2-5 are skipped.
Payment Collection with Goal #
| Component | Configuration |
|---|---|
| Trigger | Performance-Relative: 30 days before |
| Step 1 | Email: “Deposit Reminder” |
| Step 2 | Delay: 7 days |
| Step 3 | Email: “Second Reminder” |
| Step 4 | Delay: 7 days |
| Step 5 | Email: “Urgent: Payment Required” |
| Goal | Invoice Paid |
Client pays after first reminder? Workflow completes immediately.
Review Request with Goal #
| Component | Configuration |
|---|---|
| Trigger | Performance-Relative: 1 day after event |
| Step 1 | Email: “Thank You!” |
| Step 2 | Delay: 4 days |
| Step 3 | Email: “We’d Love Your Feedback” |
| Step 4 | Delay: 1 week |
| Step 5 | Email: “Reminder: Leave a Review” |
| Goal | Review Submitted |
Client leaves a review after the thank-you email? No further review requests sent.
Multiple Goals #
Some workflows benefit from multiple goals. For example, a pre-event workflow might complete if:
- The contract is signed (Contract Signed goal)
- Payment is received (Invoice Paid goal)
- The client cancels (manual cancellation)
Add each goal separately, and the workflow completes when any condition is met first.
Viewing Goal Completions #
When viewing enrollments, you can see which goal completed each one:
- Status: “Completed by Goal”
- Goal Met: The specific goal name (e.g., “Proposal Accepted”)
- Completed At: When the goal was triggered
This information helps you understand your workflow effectiveness and client behavior.
Best Practices #
Always Add Relevant Goals #
Every workflow should have at least one goal that represents success. Ask yourself: “What action would make the remaining emails irrelevant?”
Name Goals Clearly #
Use descriptive names like “Client Booked” or “Payment Received” rather than generic names. This makes reports and enrollment history easier to understand.
Consider Multiple Outcomes #
Think about all the ways a client might “complete” your workflow objective:
- For sales: Proposal Accepted OR Performance Booked
- For payments: Invoice Paid
- For contracts: Contract Signed
- For reviews: Review Submitted
Use Goals to Measure Success #
By tracking which goals complete your workflows, you can measure:
- How many clients convert at each stage
- Which workflows are most effective
- How quickly clients take desired actions
Goals vs. Manual Cancellation #
Goals automatically complete workflows based on client actions. You can also manually cancel enrollments for other reasons:
- Client requested to stop emails
- Performance was cancelled
- You enrolled the wrong client
Manual cancellations show as “Cancelled” rather than “Completed by Goal” in your enrollment history.
