The sales follow-up workflow automatically sends a message to contacts who have requested a quote but do not have a registered reservation in the chat or PMS*.
*This feature is available only for customers with an integrated PMS.
Steps to set up and activate this workflow:
- Before activating the follow-up workflow, ensure that lead collection is enabled and requires a phone number. This step is mandatory.
- There are two types of follow-up workflows:
Sales Follow-Up After Clicking "Book Now": This workflow triggers when a traveler requests a quote, clicks "Book Now," and does not have a reservation registered in the conversation.
Sales Follow-Up After Requesting a Quote: This workflow triggers when a traveler requests a quote but does not have a reservation registered in the conversation.
Once you choose a follow-up workflow, the remaining steps are the same.
- Go to the "Workflow” menu
- Click on the three dots next to the chosen workflow (e.g., "Sales Follow-Up After Clicking 'Book Now'" or "Sales Follow-Up After Requesting a Quote") and select “Edit Workflow.”
- Locate and click the blue block labeled “Wait time.”
- Configure the wait time in seconds, minutes, hours, or days under the "Set additional time" setting.
To send messages at a fixed time, enable the “Fixed time” option and select the desired time (e.g., 10 AM).
If you want to configure the messages to only be sent within a specific window, to avoid sending messages at dawn, for example, the first step is to create a custom time period. Only then do you enable the “Custom time period” option > select the option between within or outside > select the created range. See more in this article.
If a message is scheduled for the early morning, AskFlow will wait until the first available time within the selected period to send the message.
- Click “Save block.”
- Locate and click the purple block labeled “Check for a conversation in progress.”
- In the “Period action” field, define how far back AskFlow should check for messages in the conversation (default: 1 hour). Adjust as needed.
- By default, only messages sent by agents are considered, but you can change this to include messages from the traveler, robot, or anyone else.
- Click “Save block.”
- Locate and click the purple block labeled “Send message.”
- Select the desired message template. If the template includes variables (e.g., "Traveler's name"), map them to the corresponding fields in AskFlow (e.g., “Name”).
Note: To use fixed data instead of a variable, select the “Fixed data” option and type the desired text. Example: If you type “Traveler,” all messages will replace the variable “Traveler's name” with “Traveler.”
- Assign a tag to be sent to the chat when AskFlow triggers the message.
- To define AI Behavior, choose one of the following options based on how the system should respond if the traveler replies to the message:
- Stop robot: The message will be forwarded to a human agent.
- Turn on robot: The robot will continue responding to travelers.
- Keep robot status: The current handling mode will remain unchanged.
Note: If you select “Stop robot,” ensure a distribution rule is set up for the tag to prevent travelers from being left without support.
- Click “Save Block.”
- Select “Active Workflow" and confirm the action.
- Click “Save” in the top-right corner to finalize the setup.
Your sales follow-up workflow is now set up and ready to use!
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