Workflow Triggers, Actions, and Filters Explained

This guide explains each available workflow trigger, action, and filter, with simple examples to help you decide when and how to use them.

Workflow Triggers 

A workflow trigger is the event that starts a workflow. Below is a breakdown of all available workflow triggers and when to use them.

1. Community Triggers

Joined community

• What it does: Triggers when a new member joins the community. 

• Use case: Send a welcome message or start an onboarding workflow.

2. Subscription Triggers

Subscribed to a plan

• What it does: Triggers when a member subscribes to a plan.

• Use case: Grant access to premium content or send a confirmation email.

Canceled a subscription

• What it does: Triggers when a member cancels their subscription.

• Use case: Send a feedback message or explain what access they will lose.

Subscription past due

• What it does: Triggers when a member’s subscription payment fails or becomes overdue.

• Use case: Send a payment reminder or restrict access until payment is resolved.

3. Channel Triggers

Joined a channel

• What it does: Triggers when a member joins a specific channel.

• Use case: Send channel rules or onboarding resources automatically.

Removed from a channel

• What it does: Triggers when a member is removed from a channel.

• Use case: Notify the member or log an internal follow-up.

4. Course Triggers

Enrolled in a course

• What it does: Triggers when a member enrolls in a course.

• Use case: Send course instructions or learning expectations.

Completed a course

• What it does: Triggers when a member completes all lessons in a course.

• Use case: Upsell another course, or request feedback.

Completed a lesson

• What it does: Triggers when a member completes a specific lesson.

• Use case: Unlock the next lesson or send encouragement to continue.

Submitted a course form

• What it does: Triggers when a member submits a form inside a course.

• Use case: Collect assignments, applications, or course feedback.

5. Segment Triggers

Added to a segment

• What it does: Triggers when a member is added to a segment.

• Use case: Start targeted email or messaging campaigns.

Removed from a segment

• What it does: Triggers when a member is removed from a segment.

• Use case: Stop certain workflows or adjust messaging.

6. Event Triggers

RSVP for an Event

• What it does: Triggers when a member RSVPs to an event.

• Use case: Send event details, reminders, or follow-up messages.

7. Content Library Triggers

Accessed a library content

• What it does: Triggers when a member accesses content in the content library.

• Use case: Track interest or recommend related content.

8. Landing Page Triggers

Submitted a form

• What it does: Triggers when a form on a landing page is submitted

• Use case: Capture leads and start an onboarding or sales workflow.

9. Onboarding Triggers

Submitted an onboarding field

• What it does: Triggers when a member completes a specific onboarding field.

• Use case: Personalize onboarding or segment members based on responses.

Workflow Actions

Actions are the steps that happen after a workflow is triggered. You can add one action or chain multiple actions together so that when one thing happens, another action follows.

For example:

1. A member joins the community (trigger)

2. Wait 1 day (time delay action)

3. Send a welcome email (action)

4. Add the member to a segment (action)

1. Community Actions

Add to community

• What it does: Adds a person to your community.

• Use case: Automatically admit users after form submission or approval.

Remove from community

• What it does: Removes a member from the community.

• Use case: Automatically remove members who cancel all subscriptions.

2. Channel Actions

Add to a channel

• What it does: Adds a member to a specific channel.

• Use case: Grant access to private or premium channels.

Remove from a channel

• What it does: Removes a member from a channel.

• Use case: Restrict access when a subscription ends or a course is completed.

3. Segment Actions

Add to a segment

• What it does: Adds a member to a segment for targeting.

• Use case: Group members for email campaigns or personalized workflows.

Remove from a segment

• What it does: Removes a member from a segment.

• Use case: Stop targeted messaging when conditions change.

4. Course Actions

Enroll in a course

• What it does: Enrolls a member in a course automatically.

• Use case: Grant course access after payment or onboarding.

Remove from a course

• What it does: Removes a member from a course.

• Use case: Revoke course access after cancellation or completion.

5. Delay Action

Time delay

• What it does: Pauses the workflow for a set period before the next action runs.

• Use case: Send follow-ups after a few days instead of immediately.

6. Email Actions

Send email

• What it does: Sends an automated email to the member.

• Use case: Welcome emails, reminders, or educational sequences.

Send email notification

• What it does: Sends a notification-style email, usually shorter and informational.

• Use case: Alerts about status changes or important updates.

7. Subscription Actions

Cancel member subscription

• What it does: Cancels a member’s subscription automatically.

• Use case: Enforce payment rules or cancel access after policy violations.

8. Direct Message Action

Send direct message

• What it does: Sends a private message to the member inside the community.

• Use case: Personalized onboarding or milestone messages.

9. Webhook Action

Send data to external URL

• What it does: Sends workflow data to an external system or tool.

• Use case: Sync member activity with CRMs, spreadsheets, or automation tools.

Workflow Filters

Filters control whether a workflow continues or stops based on specific conditions. They allow you to run actions only for members who meet certain criteria.

If the filter condition is met, the workflow continues. If not, it stops.

Example 1: Filter by Job Title 

So if you want to send an email only to members who say they are content writers.

The workflow could look like this:

1. Trigger: Member joins the community

2. Filter: Job title = Content Writer

3. Action: Send email with writing resources

What happens:
Only members whose job title is Content Writer receive the email.

Example 2: Filter by Onboarding Response

You want to automatically add members to a channel based on what they select during onboarding.

Workflow:

1. Trigger: Submitted an onboarding field

2. Filter: Are you a: = Designer

3. Action: Add to the Designers channel

What happens:
Members who selected Designer are automatically added to the Designers channel.
Members who selected something else are not.

Filters help you personalize access and automation without manual work.

Applying Multiple Filters with AND/OR Rules

You can add multiple filters to a workflow to further narrow down who the workflow applies to. The workflow will continue only if all filter conditions are met.

Example: 

You want a workflow to continue only for members who are Designers and located in the USA.

Workflow:

1. Trigger: Member joins the community

2. Filter: Country = USA

3. Filter: Job title = Designer

4. Action: Add to the Designers channel or send a targeted email

What happens:
The workflow continues only if both conditions are met.
Members who are not Designers or are not in the USA are skipped.

How Triggers, Actions, and Filters Work Together

• Trigger starts the workflow

• Filters decide if the workflow continues

• Actions perform tasks automatically

Example:

When a member enrolls in a course (trigger),

if they’re on a paid plan (filter),

then send a welcome email and add them to a segment (actions).