Automating BrandChamp Actions with Workflows

What is Workflow Automation?

Workflow Automation helps you perform repeated actions on a defined schedule, saving you valuable admin time.

In our initial release, this feature allows you to automatically add, remove or replace tags from your BrandChamps. You can target users with powerful filters (like activity, status, or existing tags) and run these actions on a one-time or recurring basis.

Common Use Cases

Tag inactive users who haven’t participated in 30+ days
Add “Top Performer” tag to users with 5+ activities this month
Remove “Trial” tag from anyone who completed registration

How Workflow Works

Each workflow consists of:

A schedule (when it runs)
An audience filter (who it targets)
One or more actions (what happens)

The system evaluates the filters at the scheduled time, applies actions to the matching BrandChamps, and logs the results.

Workflow Setup: Step-by-Step

1. Creating a Workflow

Navigate to Workflows → Add Workflow. Provide a title and an optional description.

2. Schedule Types

Choose whether the workflow runs:

One Time: Select a single date & time
Recurring: Choose from Daily, Weekly, Monthly, Every 3 Months, or Yearly
1. Define the start date and time
2. (Optional) Set an end date

The system will show a clear message describing how the schedule will behave (e.g., “This workflow is scheduled to run weekly on Monday at 10:00 AM starting on October 27, 2025.”)

3. Defining the Audience

Use filters (e.g., activity count, registration status, tags, etc.) to target specific BrandChamps.

You’ll also see a live count of how many members match your criteria.

4. Adding Actions

You can add one or more actions:

Add Tags
Remove Tags
Replace Tags
(This is the first step for Workflows! We are already planning to add more action types in future updates, such as sending messages and assigning rewards.)

Managing Workflows

Once created, workflows appear in a list view where you can:

Pause or Delete workflows
View next run date and status
Open the workflow to edit filters or actions

Each workflow also includes:

A Run History tab showing when the workflow ran
A Logs tab with detailed breakdowns (BrandChamp, action taken, time, etc.)

Why Use Workflows?

Save time on admin tasks
Keep BrandChamp data organized and up to date
Segment your ambassador base dynamically
Trigger timely updates based on participation or inactivity

Special Notes on Scheduling

If you select Jan 31st and a month has fewer days, the workflow will run on the last valid day (e.g., Feb 28 or Apr 30).
For leap years, a workflow scheduled for Feb 29 will run on Feb 28 in non-leap years.
All workflow schedules are based on the local time zone as per your browser set in your platform's General Settings.
For example, if your local time zone as per your browser is "Pacific Time (PST)," a workflow scheduled for 10:00 AM will run at 10:00 AM PST.

FAQs

Q: Can I use multiple filters?

Yes, you can combine multiple filters.

Q: Can I run it manually?

Not at this time. Workflows are designed to run automatically on their schedule.

Pro-Tip for Testing: If you want to test your workflow's filters, we recommend setting the Schedule Type to "One Time" and scheduling it to run a few minutes in the future. You can confirm it works as expected on a small test group before applying it to your full audience.

Q: Are more actions coming?

Yes! In future updates, we plan to support sending messages, assigning rewards, and more.