10 Agency Workflow Automations to Handle Your Everyday Tasks

Running an agency can be overwhelming.

You have to manage multiple teams and projects. You work with lots of different clients. You have to keep everything organized – and still be bringing new business through the door.

Everyday tasks can eat up a lot of time. But what if I told you they didn’t have to?

This post has 10, instantly usable agency workflow automations designed to give you back some of that time. With these automations, you can:

  • Onboard and offboard job assignments (minus the hassle)
  • Keep on top of project management and follow-up to ensure satisfaction
  • Bring contacts into your funnel and nurture them accordingly

Here are the 10 agency workflow automations:

  1. Lead magnet delivery and deal creation
  2. Pre-assignment flow
  3. Assignment end review – Contact
  4. Assignment end review – Company
  5. Automate contact availability
  6. Project update reminder flow
  7. Project completion check-in
  8. Evenly assign deal owners
  9. Consultation call set-up – integration
  10. Scoring-based Facebook Audience flow

1. Lead magnet delivery and deal creation

You’re offering something valuable to interested parties, like an ebook or white paper, and you want to start tracking the interested lead right away.

Here are the steps of this automation:

  • When a contact submits your form, they the lead magnet you promised
  • On the back end, you create a deal to store them in your CRM
  • The new deal’s owner gets a notification and their first touch task is created.

When people submit a lead magnet on your site, they’re telling you a little about what they’re interested in. When your team member follows up, they already have some information to work with – and when you don’t have to go in cold, you can close more deals.

2. Pre-assignment flow

How can you make sure work gets done on time? By preparing accordingly.

This automation workflow is designed to send a series of emails to an independent contractor – giving them all the details they need to complete an upcoming assignment.

(Note: You can easily tweak the automation to use for in-house team members as well)

Here’s how this automation works:

  • You’ve created a custom field for “Assignment Availability,” which indicates whether your team member is free to accept a new assignment
  • That field can be changed to “On an Assignment,” which indicates that your team member is working on something (and triggers this automation)
  • A second custom field has the start date of the assignment
    The automation sends reminder emails two weeks before the assignment, one week before, and the day before
  • The day the assignment begins, the automation sends an email with the company’s work guidelines and assignment information

Using a base template and personalization tags can be a great way to create a professional looking email while pulling in specific information to the contact.

3. Assignment End Review – Contact

This automation is designed to wrap up projects and collect feedback from team members and contractors.

Here’s how this automation works:

  • A custom field holds the end date of the assignment
  • A week before the assignment ends, the automation sends an email with all the information for offboarding an assignment
  • A day after the assignment ends, the contact gets an email with a link to a feedback form

You’ll want to design your feedback form to collect whatever feedback you find most valuable about the contact’s time spent on the assignment. Collecting this information lets you know of any issues or concerns the contact had during the project.

After the form get sent, an IF/ELSE action checks to see if the contact has submitted the form. If they have not, they get a reminder every few days until the form is submitted. Once they submit the form, they exit the automation.

4. Assignment End Review – Company

Make sure you follow up with both your clients and your contractors. This automation is similar to the one above, but uses notification steps to send emails to the company instead of the contact.

  • A custom field holds the end date of the assignment
  • Another custom field holds the email of the company the contact is working for
  • A week before the assignment ends, the automation sends an email with all the information for offboarding the contact working for the company
  • A day after the assignment ends, the company gets an email with a link to a feedback form

You’ll want to design the form to gather whatever feedback you find most valuable about the contact’s time working for the company from the company’s perspective. This lets you address any concerns the company may have.

An IF/ELSE action checks to see if the company has submitted the form after a few days. If they haven’t, they enter a cycle where a reminder is sent every few days until the form is submitted. Once they submit the form, they exit the automation.

Storing the company point-person’s email address in a custom field will let you automatically fill it with a personalization tag in the notification step.

5. Automate Contact Availability

Once a contractor or employee is done with an assignment, set them back to being available for new work (without having to lift a finger).

  • Use the custom field for “Assignment Availability” (from the earlier automations)
  • That field can be changed to “On an Assignment,” which indicates that your team member is working on something (and triggers this automation)
  • The contact will then be captured in a Wait step until the day is the same day as their Assignment End Date, a date you will store in a custom field
  • The contact then moves to the Update Contact step and has the “Assignment Availability” field set back to Available

This makes sure you always know who is available for a project (and who is already in the middle of one).

6. Project Update Reminder Flow

When a team is focused on a project, it’s easy for them to forget to communicate with your company or client. This automation sends automatic reminders for them to share the project status (while also reminding them to check in with each other).

  • A project is assigned and the deal to move it through your pipeline is created
  • The deal owner is sent a message letting them know regular reminders will be sent for updates and what is expected in the response
  • After two weeks, the deal owner gets the reminder email – and will continue to get the reminder every two weeks until the deal is marked as completed (either won or lost)


7. Project Completion Check-in

Once a project is marked as complete, follow-up with the client to make sure they had a good experience.

  • When the deal being marked won, the client gets an email 3 days laters (to check if they were satisfied)
  • Two links need to be created in the campaign (one for “satisfied” and one for “unsatisfied”).
  • If they click the “satisfied” link, the client leaves the automation.
  • If they click the “unsatisfied” link, the client gets an email to gather more feedback about their dissatisfaction. The deal is re-opened and the deal owner gets an email to let them know the project still needs to be worked on.
  • If the client clicks neither link for a week, they exit the automation

8. Evenly Assign Deal Owners

Make sure your leads are spread out evenly across your team. This automation evenly spreads out leads, even if a deal owner leaves or gets added.

  • When a deal enters a pipeline, leads go down a series of split actions that evenly send them down 8 pathways
  • At the end of five pathways is an Update Deal Owner step that changes the owner of the deal
  • At the end of three pathways is a Go-To action that sends them back to the top of the split paths – so they can be sent down and be assigned to a deal owner

This lets you evenly distribute leads to your deal owners, no matter how many deal owners the company has.

You can add or remove “update deal owner” or go-to action steps based on how many deal owners you have. You could even add more split actions if you have more than eight deal owners!

9. Consultation Call Set-up – Integration

If you’re using a service like Calendly or Acuity, this automation is made for you.

  • Contacts submit a form requesting more information or a consultation
  • Contacts get a campaign with a link to your scheduling integration so they can schedule their call.
  • An IF/ELSE action checks to see if they have set up the call
  • If the contact hasn’t set up the integration, they will get a reminder email with the link again to your scheduling software provider.

Using a service like Zapier allows for two way communication between ActiveCampaign and your scheduling software.

10. Scoring-Based Facebook Audience Flow

Let your contacts’ actions determine where they are in your Facebook marketing. Use a score that measures engagement or desired actions to help you do it.

  • A deal is created and the contact is added to your beginning Facebook Custom Audience
  • As the contact’s score increases, add them to your more focused Custom Audiences and remove them from the previous one

Feel free to adjust the scores and add more audiences as needed.


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