Automating BrandChamp Actions with Workflows

Workflow Automation allows you to automatically perform actions for your BrandChamps on a set schedule.

Instead of manually reviewing users, updating tags, or sending emails every week, you can create a workflow that runs automatically at a specific time.

Workflows in BrandChamp are scheduled automations.

This means:

• They do not run instantly when a user completes an activity.
• They run at the date and time you define.
• At that time, the system checks your filters and applies actions to matching BrandChamps.

What Can Workflows Do?

You can use workflows to:

• Add tags
• Remove tags
• Replace all existing tags
• Send emails (requires verified custom email domain)

You can combine multiple actions in a single workflow.

For example:

• Add “Inactive” tag and send reminder email
• Remove “Newbie” tag and add “Top Performer” tag
• Replace outdated tags monthly

Common Use Cases

• Tag inactive users who haven’t participated in 30+ days
• Promote ambassadors who completed 5+ activities
• Send monthly reminder emails
• Clean up segmentation automatically

How Workflow Works

Each workflow has three parts:

1. Schedule - When it runs
2. Filters - Who it checks
3. Actions - What it does

At the scheduled time, the system:

1. Reviews all BrandChamps based on your selected filters
2. Identifies users who match
3. Applies the selected actions
4. Logs the results for review

Important:

Workflows do not react instantly to user actions. They only run at the scheduled time you choose.

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:

1. Add Tags   
2. Remove Tags   
3. Replace Tags
4. Send Email

You can combine actions in the same workflow.

Example

• Add "Inactive" tag
• Send reminder email

Sending Emails via Workflows

You can include email as part of a workflow.

This allows you to:

• Send inactivity reminders
• Congratulate top performers
• Notify ambassadors of status updates
• Run recurring campaigns automatically

When adding the Email action:

• Write your subject and message
• Use personalization tokens if needed
• Preview the email before activating

Important Requirement

To send emails through workflows, you must set up and verify a custom email sending domain in your Email Settings.

If your domain is not verified:

• You can save the workflow as Draft
• You cannot activate it until verification is complete

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 push notification, assigning rewards, and more.