Create and Manage a Flow

Create a Flow with scheduled emails, tasks, and reminders—or duplicate an existing Flow and customize the copy.

Create a Flow to organize a repeatable sequence of emails, tasks, and reminders. You can build one from scratch or duplicate an existing Flow and customize the copy.

Create a Flow

1. Open Marketing > Flows.

2. Select + New Flow.

3. Enter a Name for the Flow.

4. Enter an optional Description explaining its purpose or intended audience.

5. Select Create.

The name is required. A clear description can help you remember which contacts should be enrolled.

The new Flow opens to the Steps tab.

Add a step

Select one of the four available step types:

• Add a reminder

• Automated Marketing Email

• Automated Simple Email

• Add a Task

After saving a step, select another step type beneath it to continue building the Flow.

Schedule a step

Every Flow step includes controls for deciding when it should occur.

Select either:

• Same Day / ASAP

• A specified number of hours, days, weeks, months, or years before or after a trigger

You can also select the time of day when the step should occur.

Select a trigger

The trigger is the event used to calculate the step’s timing. Available triggers may include:

• Contact added to Flow

• Birthday

• Child Birthday

• Home Anniversary

• Wedding Anniversary

• Work Anniversary

• Previous Step

Use Previous Step when a step should occur a specified amount of time after the step before it.

Date-based triggers depend on information saved in the contact’s profile. For example, Rechat cannot calculate a birthday-based step without a birthday for the contact.

Add a reminder

A reminder creates an activity for you or another assignee rather than sending something automatically to the contact.

1. Select Add a reminder.

2. Configure the timing and trigger.

3. Select a reminder type:

   • Todo

   • Call

   • In-Person Meeting

   • Note

   • Text

   • Chat

   • Mail

   • Email

4. Enter a title.

5. Add an optional description for yourself.

6. Add assignees when needed.

7. Select Save.

When generated, the reminder appears on the Calendar in People Center.

Add a Task

A Task creates an item in the Task list in People Center.

1. Select Add a Task.

2. Configure the timing and trigger.

3. Complete the available task information.

4. Select Save.

Use a Task for work that needs to be completed as part of the plan but should not be sent directly to the contact.

Add an Automated Marketing Email

Automated Marketing Emails use designed templates from the Marketing Center.

1. Select Automated Marketing Email.

2. Configure the timing and trigger.

3. Enter the Email Subject.

4. Select Select a template.

5. Search or browse the available categories.

6. Select an email template.

7. Review the populated design.

8. Select Save.

The templates and categories available to you depend on the content provided by your brokerage.

Automated Marketing Emails count toward your monthly email quota. For more information, see Email Quota.

Add an Automated Simple Email

Automated Simple Emails use saved Simple Email templates and are best for direct, text-focused communication.

1. Select Automated Simple Email.

2. Configure the timing and trigger.

3. Enter the Email Subject.

4. Open the Template menu.

5. Select an existing template or choose Create a New Template.

6. Select Save.

Create a Simple Email template

When creating a template from the Flow:

1. Enter a template name.

2. Enter the subject.

3. Write and format the email.

4. Add placeholders when appropriate.

5. Choose whether to append the sender’s signature automatically.

6. Save the template.

7. Select it for the Flow step.

Add placeholders

Placeholders can automatically insert saved sender or recipient information when the email is generated.

Available attributes may include:

• First name

• Last name

• Email

• Phone number

• Company

• Sender information

Confirm that the required information exists in the relevant profile. For a complete explanation, see Placeholders.

Edit a step

Open the Flow and click directly into the field or setting you want to change. No separate edit mode is required.

Depending on the step, you can update its:

• Timing

• Trigger

• Time of day

• Subject

• Template

• Reminder or task information

Select Save within the step after making changes.

Reorder steps

Use the drag handle beside a step to move it to a different position.

After moving a step, review any timing based on Previous Step. Reordering changes which activity precedes the moved step.

Remove a step

Open the step’s actions menu and select its available delete or remove option.

Individual steps cannot be duplicated. Add and configure a new step when you need another similar activity.

Edit the Flow’s name or description

Select Edit beside the Flow name or description to update it.

Change a Flow that is in use

Rechat displays a warning when contacts are already enrolled in a Flow.

Changes to an active Flow affect future steps and contacts. They do not rewrite completed activities or remove items that have already been generated.

Review the current sequence and enrolled contacts carefully before changing an active Flow.

Duplicate a Flow

Duplicating creates a separate copy of the Flow and its steps. Use this option when you want to:

• Customize an inherited Flow

• Create a similar Flow for another audience

• Preserve the original before making substantial changes

To duplicate a Flow:

1. Open the Flow’s Actions menu.

2. Select Duplicate.

3. Review or change the copied name.

4. Review or change the copied description.

5. Select Duplicate.

The duplicate belongs to your account and can be edited without affecting the original.

Delete a Flow

You can delete a Flow that belongs to your account:

1. Open the Flow’s Actions menu.

2. Select Delete.

3. Confirm the action when prompted.

Delete is disabled or unavailable for inherited Flows.

Before deleting an owned Flow, review its enrolled contacts and determine whether it should be retained for reference.

Before enrolling contacts

Before putting a Flow into use:

• Confirm the steps are in the intended order.

• Review every trigger and scheduled time.

• Check email subjects, templates, and placeholders.

• Confirm that reminders and tasks have the correct details.

• Test the Flow with an internal contact when practical.

When the Flow is ready, see Enroll Contacts in a Flow.