LeadCenter’s workflow engine now includes powerful enhancements to help advisory firms automate everything around appointments — from reminders to follow-ups to stage updates and tasks.

This update introduces:

• Appointment-triggered workflows
• Appointment filters inside logic nodes
• Wait steps tied to appointment time (before or after)

This guide walks through how appointment workflows work in LeadCenter and how to build a complete automated workflow for first appointments.

What Makes LeadCenter Appointment Workflows Different?

If you're coming from platforms like Redtail or Wealthbox, here are the three major workflow differences you’ll notice:

1. Automatic Workflow Triggers

Unlike systems that only allow manual workflow triggering, LeadCenter workflows can start automatically when:

• A contact is created
• A contact is updated
• An appointment is created
• (Form submissions will be addressed in another video)

This enables hands-free automation of your entire appointment process.

2. Real Workflow Engine That Monitors Appointments

LeadCenter workflows run in the background and actively monitor:

• Appointment category
• Appointment status
• Appointment timing
• Changes to the appointment

You can apply appointment filters, branch logic, or pauses that calculate time relative to the appointment date.

3. Actions That Actually Perform Work Automatically

In other CRMs, workflows mostly create tasks.
In LeadCenter, appointment workflows can:

• Change sales stages
• Send emails
• Send text messages
• Assign an owner
• Call a contact
• Create tasks or task steps
• Update contact fields

This eliminates manual follow-up work and ensures consistency across your team.

Anatomy of a LeadCenter Workflow

Every workflow contains three types of nodes:

1. Triggers

What starts the workflow:

• Manual
• Contact created
• Contact updated
• Appointment created

2. Logic Nodes

Used to define conditions and timing:

• Appointment filters
• Contact filters
• Branching logic
• Wait steps (e.g., 24 hours before the appointment or 3 hours after)
• Exit node

3. Action Nodes

What the workflow does for you:

• Assign an owner
• Call a contact
• Send email
• Send text
• Create a task
• Create a step
• Update a contact
• Request Catchlight data

Example: A Complete First-Appointment Workflow

Below is the exact example demonstrated in the video — a workflow that automates pre-meeting communication, post-meeting tasks, and pipeline movement.

Step 1 — Create a New Workflow

Go to Workflows → New Workflow
Name it something like: First Appointment Workflow

Step 2 — Select the Trigger

Choose: Appointment Created

This means the workflow fires whenever:

• You schedule an appointment manually, OR
• A prospect books via BookMyTime.ai

Step 3 — Add an Appointment Filter

Add a Logic → Appointment Filter node.

Filter example:

Category = First Visit — Not a Client

This ensures the workflow runs only for new prospect meetings.

Step 4 — Add Pre-Appointment Actions

After filtering:

1. Update Stage → First Appointment
2. Add a Wait Node → 1 day before appointment
3. Add an Email Action → Send onboarding email

Because the wait is tied to the appointment date, LeadCenter automatically calculates the timing.

Step 5 — Add Post-Appointment Automation

Next:

1. Add a Wait Node → 3 hours after appointment ends
2. Add the following actions:
   • Update Stage → Evaluation
   • Send Text Message (your 3-hour follow-up message)
   • Create Task → Prepare Retirement Plan

This ensures the advisor or team member receives consistent follow-up tasks.

Step 6 — Exit Node

End the workflow cleanly.

Automatic Appointment Safeguards

LeadCenter appointment workflows include built-in protections:

• If the appointment is canceled, the workflow automatically stops.
• No emails, texts, or tasks will be triggered after cancellation.

This prevents miscommunication and protects client experience.

Why Appointment Workflows Matter for Advisory Firms

Appointment workflows:

• Automate pre-meeting reminders
• Automate post-meeting follow-ups
• Improve show rates
• Improve lead-to-client conversion
• Ensure standardization across your team
• Save time for advisors and schedulers
• Maintain consistent, compliant communication

If your firm handles many seminars, inbound leads, marketplace leads, or BookMyTime appointments, this automation is essential.

Why Bulk-Update Matters

When you manage a large contact list — for example many leads or clients — sometimes you need to make the same update to many records at once: change office location, re-assign owners, update status, tags, or other fields. Doing this manually one by one is time-consuming and error-prone. Using bulk-update with workflows saves time, ensures consistency, and helps you manage contacts at scale.

With LeadCenter.AI you can bulk-update common contact fields directly — and for custom or less common fields, use “Workflows” to automate the update across multiple contacts at once.

What You Can Bulk-Update in LeadCenter

From the contact or pipeline dashboard, you can use bulk-actions to update common fields such as: stage, source, owner, pipeline, spam status, client status, category, tags — or delete contacts entirely.

For other fields (e.g. “office location”, custom fields, or other metadata), you can create a workflow that will update these fields for multiple contacts at once.

Step-by-Step: How to Bulk Update Contacts via Workflow

Here’s how to set up a workflow in LeadCenter to bulk update a field — for example “Office Location” — and apply it to many contacts:

1. Go to Workflows

• From your LeadCenter menu, navigate to the Workflows section.
• Click “New Workflow”.

2. Configure the Workflow

• Give the workflow a name — e.g. Bulk update office location.
• Choose the Trigger: for bulk manual updates, select Manual Trigger (so you run it when needed).
• (Recommended) Optionally set a Filter — this safeguards against accidentally updating too many contacts. For example, only contacts from a certain region, source, or tag.

3. Add the Update Action

• Add an action of type “Update Contact”.
• Select the field you want to update — e.g. “Office Location”.
• Enter the value you want to assign — e.g. “Dallas, TX”.
• (Optional) Add additional update actions if you need to update multiple fields at once.

4. Save and Publish the Workflow

• Click Save, then Save & Publish (or equivalent) to make the workflow active.

5. Run the Workflow on Selected Contacts

• Go to your Contacts or Pipeline dashboard.
• Use the checkboxes to select the contacts you want to update. You can select just a few, a batch, or — after filters — all matching contacts.
• From the bulk actions menu, choose Run Workflow, then select the workflow you created (e.g. “Bulk update office location”) and confirm.
• The workflow will run in the background. Once it completes, you can refresh the dashboard and verify that the specified field(s) have been updated.

When to Use Bulk Update vs Workflow vs Manual / Built-in Bulk Actions

Why This Matters for Your Advisory Firm

• Enables scalable operations — useful as your firm grows and contacts accumulate.
• Ensures consistency across your contact database — no manual mistakes.
• Saves time — updating 100s or 1000s of contacts with a few clicks instead of manual edits.
• Helps maintain clean data (e.g. updating office locations, assigning new owners, standardizing fields).

In this step-by-step guide, you’ll learn how to create a workflow in LeadCenter.ai that automatically calls you (or selected team members) when a new contact is captured. This feature is ideal for ensuring fast follow-up with new leads, helping you connect while the contact is still highly engaged.

Step 1: Create a New Workflow

1. From the main menu, go to Workflow Templates.
2. Click New Workflow.
3. Enter a workflow name, for example, “Call Smart Asset Leads.”
4. Click Save to open the Workflow Designer.

Step 2: Set the Trigger

1. In the Workflow Designer, click to add a Trigger.
2. Select Contact Created.
   • This means the workflow will automatically start every time a new contact is added to the system.

Step 3: Add a Filter

Filters let you specify when the workflow should run. For example, you may want it to trigger only for leads from a specific source.

1. Click Add Filter and choose Only Continue If.
2. From the dropdown, select Source.
3. In the second dropdown, choose List Contains Selected Item.
4. Enter or select the value Smart Asset.
5. Rename the filter (optional) to something like Smart Asset Leads.
6. Click the checkbox to enable it and then click Apply.

Step 4: Add an Action: Call Contact

Now you’ll set up the system to automatically call you when a new qualifying lead is captured.

1. Click Add Action, then select Call Contact.
2. Choose the virtual number that LeadCenter will call from.
3. Select one or more users who will receive the call.
   • If multiple users are selected, LeadCenter will round-robin calls among them.
4. Configure the time window when users can receive calls (for example, during business hours).
5. Click Apply to save the action settings.

Step 5: Save and Publish the Workflow

1. Click Save, then Save and Publish.
2. Your workflow is now active.

From this point on, whenever a new contact is created from the Smart Asset source, LeadCenter.ai will automatically call you (or the assigned users) to connect with the lead.

You’ll hear a voice message such as:

“You have a new lead from Smart Asset. Press 1 to connect.”

When you press 1, the system immediately calls the prospect, allowing you to engage in real-time without any delay.

In this guide, you’ll learn how to create a workflow in LeadCenter.ai that automatically sends an email to new contacts as soon as they are captured. This automation ensures timely engagement and helps you deliver a personalized experience without manual follow-up.

Step 1: Create a New Workflow

1. From the main menu, go to Workflow Templates.
2. Click New Workflow.
3. Enter a workflow name, for example, “Send Welcome Email to New Contacts.”
4. Click Save to open the Workflow Designer.

Step 2: Set the Trigger

1. In the Workflow Designer, add a Trigger.
2. Select Contact Created as the trigger type.
   • This ensures the workflow will automatically run each time a new contact is added to LeadCenter.

Step 3: Add Filters

To ensure emails are only sent to valid and relevant contacts, you can apply filters to narrow down which contacts receive the email.

1. Click Add Filter and select Only Continue If.
2. Choose Source from the dropdown, then select List Contains Selected Item.
3. Enter or select Webinars (or another source you’d like to target).
4. Add a second filter for Primary Email Exists to make sure the contact has an email address.
5. Add another filter for Primary Email Valid to ensure it’s verified and active.
6. Once all filters are added, click Apply to save them.

Step 4: Add an Action – Send Email

Now, you’ll configure the email that will be sent automatically to qualifying contacts.

1. Click Add Action, then select Send Email.
2. Choose an email template, such as “Thank You for Requesting a Consultation.”
   • You can preview or edit the template by clicking the Edit button.
   • If you’d like to learn more about creating templates, check out the “Creating Email Templates” video.
3. Select the email account that the message will be sent from.
4. Choose Send To: Contact Created. This ensures the message is sent to the new contact.
5. Click Apply to confirm the action.

Step 5: Save and Publish the Workflow

1. Click Save, then Save and Publish.
2. Once published, the workflow becomes active immediately.

From now on, whenever a new contact is captured that meets your filter conditions (for example, from the Webinars source with a valid email address), LeadCenter.ai will automatically send them the selected email.

Optional Enhancements

You can expand this workflow by adding more automated actions, such as:

• Sending a follow-up SMS.
• Adding a delay before sending a second message.
• Creating a task for your team to follow up manually.

These advanced features can be configured in future workflow setups to create a complete and efficient client communication sequence.