Workflows lets you automate how your subscription program responds to what subscribers do, so your team spends less time on manual changes and Support requests.
Every Workflow follows the same pattern: if something happens, then do this. You'll build that out using three components:
- Triggers start the Workflow. A trigger is the event you're reacting to, like a new subscription being created or a subscription order being placed.
- Logic decides what happens next. Use logic to check conditions and route the Workflow down different paths — for example, only continue if it's the customer's third order.
- Actions are what Ordergroove does. An action might update a subscription, send a webhook to another system, or send a custom event to Klaviyo.
For example, say you want to thank subscribers with a free gift on their third recurring order. Instead of finding those orders by hand, you can have Workflows check each recurring order and add the gift for you:
- Trigger: Recurring Order Placed
- Logic: Successful Order Count equals 2
- Actions: Add Gift to Upcoming Purchase, then Send Communication to Klaviyo or Attentive
This example is a one-click template. See Milestone order gift-with-purchase in the Recipe Book.
Two kinds of Workflows
Workflows fall into two groups. Most run on their own: you build the Workflow once, and it acts every time a matching event happens in your store. A few use Manual Execution, which runs the Workflow a single time against a set of records you provide, when you click Execute. Manual Execution is built for one-off bulk changes, like moving a batch of order dates or canceling a group of subscriptions.
What you can build with Workflows
A few examples of what merchants are using Workflows for:
- Reward loyalty Order Milestones. Add a free gift to a customer's third order to reduce drop-off between orders.
- Notify customers proactively. Send a Klaviyo email to every subscriber of a product before you discontinue it.
- Make bulk changes. Move the dates on a batch of upcoming orders, or cancel a group of subscriptions, in one run instead of a Support request.
- Keep subscription data in sync. Update a subscription's extra data automatically when a new subscription is created.
- Trigger custom communications. Send a webhook to your CRM or internal system any time a specific subscription event happens.
Looking for recommendations? The Workflows Recipe Book has our most popular use cases with step-by-step instructions you can use to start building right now.
When to use Workflows
Workflows are a good fit when:
- You want to automate something based on a subscription event.
- The logic can be expressed as a series of if-then steps.
- The actions you need are available as Workflow actions, or can be handled with a webhook.
If you're not sure whether your use case fits, start with the Recipe Book, or contact Ordergroove Support.
Before you start
- Workflows is turned on for your store.
- You have the Workflow Admin permission.
- If your Workflow sends a message, Klaviyo or Attentive is connected, or you have a webhook set up for your email provider.
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If your brand, legal or CRM team approves customer emails, offers or tests, you have that approval. This is where most launches slow down.
Next step
Creating Workflows: start from a template or build your own.