Workflows automate repetitive business tasks. A workflow normally includes a trigger plus a series of actions. Ventry AI workflows connect your communication channels, CRM, calendar, and AI agents so follow-up happens consistently — even when your team is busy. This guide explains how to build automation for lead nurturing, reminders, follow-up, and onboarding.
How a Workflow Works
A workflow starts with a trigger — an event that begins the automation. Common triggers include a new form submission, a missed call, a new appointment, a tag added, an opportunity stage change, or an inbound message.
After the trigger, the workflow runs a series of actions: create or update a contact, add a tag, create an opportunity, send a confirmation email, send an SMS, notify a salesperson, assign a task, wait, send follow-up, and move the opportunity stage. Feature availability may vary depending on your Ventry AI account configuration.
Missed-Call Text-Back
Missed-call text-back is one of the highest-ROI workflows in Ventry AI. When a call goes unanswered, the workflow instantly sends an SMS so the caller knows they are not ignored — and carries the conversation to book the appointment before they dial a competitor.
Configure the trigger as a missed call, then add an SMS action with a friendly message and a booking link. Add a wait step and a follow-up message for callers who do not respond.
Lead Nurturing
Lead nurturing workflows keep prospects engaged over time. A typical nurture sends a welcome message, waits, shares a resource, waits, invites to book, and follows up — all automatically based on the contact's behavior.
Use tags and pipeline stages to control who enters which nurture, and use wait steps to pace messages naturally. Personalize messages with custom fields so each contact feels addressed individually.
Appointment Reminders & No-Show Recovery
Appointment reminders reduce no-shows. Trigger a reminder SMS and email a day before, an hour before, and at the time of the appointment. If the appointment is missed, trigger a no-show recovery workflow that offers rescheduling.
Connect reminders to your calendar so they fire automatically based on real booking data — no manual scheduling required.
Client Onboarding
Onboarding workflows welcome new clients and guide them through next steps. Trigger on a Won opportunity or a Client tag, then send a welcome email, assign onboarding tasks to your team, schedule a kickoff call, and deliver resources automatically.
A structured onboarding workflow improves client experience and ensures nothing is missed during the critical first days of a new relationship.
Database Reactivation
Database reactivation workflows re-engage past clients and old leads who have gone quiet. Import or tag a list as Reactivation, then run a sequence of SMS and email messages offering a relevant reason to return — a new service, a promotion, or a check-in.
Because these contacts already know your business, reactivation campaigns often produce some of the lowest-cost new revenue in your pipeline.
Testing Before Going Live
Workflows should always be tested before being activated for live customers. Run the workflow against a test contact, confirm each action fires in the right order, and verify messages render correctly before enabling it for real prospects.
Common workflow uses include lead nurturing, appointment reminders, missed call follow-up, client onboarding, review requests, proposal follow-up, payment reminders, reactivation campaigns, event follow-up, and recruiting communication.
Downloadable Resources
Branded PDF guides, SOPs, and cheat-sheets your team can print, share, and distribute.
Frequently Asked Questions
How do I create a workflow?
Go to Automation, create a new workflow, choose a trigger, then add actions in sequence. Test before activating.
How does Ventry AI automation work?
A trigger starts the workflow, then a series of actions run automatically — sending messages, updating records, and moving opportunities.
What is missed-call text-back?
An instant SMS auto-reply that fires the second a call is missed, engaging the caller and booking the appointment.
Can Ventry AI send email and SMS?
Yes. Workflows can send automated email and SMS, and your team can send manual messages from the Conversations inbox.
How do I automate lead follow-up?
Trigger a workflow on a new lead, then add SMS and email actions with wait steps to nurture the prospect over time.
What is a database reactivation workflow?
A sequence that re-engages past clients and old leads with targeted SMS and email offers, turning dormant contacts into new revenue.
How do I reduce no-shows?
Add appointment reminder workflows that send SMS and email a day before, an hour before, and at the time of the appointment, plus a no-show recovery sequence.
How do I test a workflow?
Run it against a test contact, confirm each action fires in the right order, and verify messages render correctly before enabling it for live prospects.
Can a workflow move an opportunity stage?
Yes. Use a stage-change action to move an opportunity forward automatically when a trigger fires — for example, when an appointment is booked.
Where can I get Ventry AI support?
Schedule a Ventry AI Strategy & Support Session at ventrygroup.com, email dhalli@ventrygroup.com, or call 888.451.8771.
Need help configuring your Ventry AI account?
Schedule a Ventry AI Strategy & Support Session.
