Lesson: Creating a Simple Workflow in Chatavise

In this lesson, we’re going to cover what a workflow is and walk through creating a simple one-step—maybe even a two-step—workflow using a keyword we set up in the previous lesson.

A workflow in Chatavise allows you to create automated actions triggered by specific events. For example, when someone texts a keyword to your phone number, that can trigger one or more actions to occur.

Chatavise is a robust system with many available actions, and we’ll cover those in future lessons. But to keep things simple—especially if you’re just getting started—we’ll focus on the “Send a Text” action.

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How to Create a Workflow (The Fast Way)

There are two ways to create a workflow. The first method is quicker if we’re building a workflow for a keyword, thanks to a shortcut on the Keywords screen. Let’s start there.

1. Go to Marketing > Keywords at the top of your screen.
2. Locate the keyword you want to use.
3. On the far right, click the blue Edit button.

On this screen, you can edit the keyword, manage tags, generate QR codes or URLs, and—of course—create or attach a workflow.

Creating the Workflow

1. Click the plus sign (+) in the Workflow section.
2. A pop-up will appear to name your workflow. 💡 Best practice: name it something related to the keyword (you can change it later).

For example, I’m naming mine “Zoom with Ron.” Click Save.

Now, you might see a number in parentheses (e.g., 0 or 1). If you see 0, it means no workflows are attached yet. If you see 1 like on my screen, it’s because one is already linked.

1. Search for the workflow you just created, click on it, then click Save Changes.
2. You’ll now see the number in parentheses change from 0 to 1.

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Accessing and Designing the Workflow

Click the Workflows link (it should be blue, like a hyperlink). This will open a new tab.

Now, depending on how many workflows you’ve created, you might need to filter to find yours. For example, I type “Zoom with Ron” and go from 104 workflows down to just 1.

1. On the far right of your workflow, click the three vertical dots and then Edit.
2. You can rename the workflow and add a description (helpful for managing lots of workflows or collaborating with a team).
3. Click Save if you made any changes.

Next, click on Design.

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Step One: Add a Trigger and Action

Adding a Trigger

You should see your keyword already listed under the Triggers section.

If not, do the following:

1. Click the blue + Add Trigger button.
2. Choose Keywords.
3. Find and click your keyword if it’s in blue (blue means available, red means it’s already added).
4. Close the side menu by clicking the gray X in the top right.

Adding an Action

Scroll down to Add Step One.

1. Click the blue Change button under Platform.
2. Choose Chatavise.
3. In the Actions dropdown, select Send a Text.

Now you can create your message. In my example, I include:

• A link to my calendar.
• A link to my business card (from a previous lesson).
• An image.
• Zero delay (so the message sends instantly after the keyword is texted).

Click Save once you’re done.

📝 This message can say whatever you’d like:

• “Hi, this is [Company Name]—here’s a link to get 15% off.”
• “Leave us a Google review here!”
• “Fill out this quick survey.”

Get creative with it! We’ll cover more message ideas in future courses—especially in the paid courses organized by industry.

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Adding Links That Track Clicks

You can paste a standard link into your text message. But if you want to track clicks and gather data, you should use Chatavise Short Links.

If you need a refresher, revisit the Short Links lesson.

To insert one:

1. Click in the message field where you want the link.
2. Press Shift + 3 to open the Insert Message Variable box.
3. In the Category dropdown, you’ll find:
   • Business Cards
   • Surveys
   • Referral Links
   • Meeting Links
   • Chat Short Links

Select Business Card, then choose your card from the list. It will insert a variable like: #bio….

👉 Delete the extra hashtag if one shows up at the start.

🚫 Do not edit the numbers—these generate unique links per contact for accurate tracking.

You can do the same for:

• Calendly or meeting links (uploaded as short links)
• Surveys
• Promotions

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Step Two: Assigning Contacts to a Team Member

Let’s now add a second step to our workflow.

This step will automatically assign new contacts to a team member based on the keyword they texted—great for routing leads to specific people or departments.

1. In the workflow builder, click Add Step Two.
2. Click the blue Change button and choose Chatavise.
3. Under Actions, select Assign Team to Contact.
4. Choose the team member who should receive these contacts.
5. Click Save.

Done! Now contacts who text “Zoom with Ron” will automatically be assigned to the right person.

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Final Thoughts

Mastering workflows does take some learning—but you’ve now built a basic two-step version. As you get more advanced, you’ll see how powerful workflows can be.

We’ve got paid courses launching soon, broken down by industry. These go in-depth into use cases and implementation strategies.

If you want 1-on-1 help, we offer a $350 Implementation Package:

• A Chatavise expert helps you map and build workflows for your specific business needs.
• Includes setup of integrations with your existing systems.

To learn more or get started, text me at (470) 375-988.

💡 Keep in mind: some coaches charge $5,000+ for similar setups on other platforms. This is a huge value at a fraction of the cost—but prices will increase as demand grows.

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Coming Up Next

In the next lesson, we’ll dive into lead forms.

See you there!

In this lesson, we’re going to cover what a workflow is and walk through creating a simple one-step, maybe a two-step workflow for the keyword in the keyword lesson.

A workflow in Chatavise allows you to create automated actions that are triggered by specific events. For example, when someone texts a keyword to your phone number, that can trigger one or more actions to occur. Because Chat is a robust system, there are many actions that you can choose from, and we will cover the use cases for some of those actions in future courses. But to keep this lesson simple, especially when first starting out, we will work with the “Send a Text” action.

There are two ways to create a workflow. The first way is quicker if we are creating a workflow for a keyword, because of a shortcut we have in the keyword screen. So we’ll start with that way first. At the top of the screen, let’s go to Marketing, then click on Keywords. Here, find the keyword that we are going to work with, and go to the far right of the screen and click on the blue Edit button. Here, you’ll recall that we can edit the keyword, create, add or remove tags for the keyword, generate a QR code or a URL for the keyword. So naturally, we have a way to create and add a workflow for this keyword. To do that, let’s click on the plus sign in the Workflow section, and we’ll see a new workflow pop-up box appear. Here, we can name the workflow. Now, the best practice is to name it something similar to the keyword. And keep in mind, this is something that you can always change later. For this example, I’m going to use “Zoom with Ron,” like that, and then click Save. Now, on my screen you see a 1 over here, but on your screen, you should see a 0. The reason there’s a 1 there is because I have the workflow already attached like so. But I want you to search for the workflow we created, click on it, and then you’ll see it in the box like so. Then click Save Changes. Now when you do this, you’ll see the number in the parentheses change from 0 to 1.

Next, we’re going to click on Workflows—it should be in blue, kind of like a hyperlink. This will open up a new tab for us. And as you can see, I have 104 workflows on my screen, so it’s harder for me to find the workflow that belongs to that keyword. Now, for you, it should be easy because it should be one of your first workflows. But if you have a lot like I do, we can use the filters at the top to locate those workflows like I’m going to demonstrate on my screen. All right, just like this: “Zoom with Ron”—and you’ll see 104 workflows turn into one. Now let’s go to the far right of the screen and click on the three vertical dot button. Then click Edit. Here, we can rename the workflow and add a description for this workflow, which does come in handy when you have many, many workflows or if you have VAs and employees interacting and managing your Chatavise account. If you added a description or renamed the workflow, make sure to click Save. Next, we’re going to click on Design. Here, I want to draw your attention to the Triggers menu. You should see the keyword that you’ve been working with here. If you look at my screen, you’ll notice I have three triggers—I have two keywords and a lead form. So you can have many triggers triggering the same workflow if you like. We’ll talk more about lead forms in an upcoming lesson. Now, if you don’t see your keyword there, I’m going to show you how to add it from this screen. To do that, let’s click on the blue + Add Trigger button. This will pull up the trigger menu. For this case, we’re going to click on Keywords. Here, I want you to find your keyword, and if it’s in blue, click on it and that will attach it. If it’s in red, it means that it was already attached. Once this is all good to go, click on the gray X button at the top right to close that side menu or sidebar.

Next, we’ll scroll down to Add Step One. Here, we’re going to click on the blue Change button under the Platform section. You will be able to see some systems that we integrate with—including Zapier on there, which helps us integrate with thousands of applications. But we’re going to click on Chatavise for this example. Then we’re going to click on the Actions dropdown. Here, we’re going to scroll down until we see Send a Text. Once you click on that, you’ll see where you can craft your message. Now, in mine, this is what it looks like. There’s two things I want to point out in this text message: I have a link to my calendar, and then I have a link to the business card that we made back in the business card lesson. I also have a picture attached to this text message that will be sent out. And then I have zero delays because the minute they text the keyword, I want it to trigger the workflow which will send out this text message to them. Once this is made, you can click Save, and that will save what you did in this Send a Text action. Now this should go without saying, but I’ll say it anyway: You can make this message say whatever it is that you want it to say. For example, it can say, “Hi, this is [Company Name],” or, “Hi, this is [Your Name]. Here’s a link. Make sure you put the code 15OFF to get 15% off whatever you buy from my website.” So it could be straight to the point—they make a purchase. It can be a link to leave a Google review. It could be a link to fill out a survey—which we’ll talk about surveys in a future lesson. It can be whatever it is that you want to accomplish in that text message. So make sure you get creative. And also, be on the lookout for the paid courses that’s going to be organized by industry, where we’re going to go into detail about what workflows can accomplish what objectives. And we will discuss links in the next mini section of this lesson.

To attach links, you can simply copy and paste a link like you would in a normal text. But if you want to know if the contact clicked on it or not, and other important data, we must use Chattavise links in this message. If you need a refresher, retake the Short Links lesson in this course to learn how to wrap general links in Chat. Here, though, I’m going to show you how to access those links and include them in this text message. This includes links to business cards, surveys, etc. Now, let’s shift our attention over to the text message field. Here, let’s place our cursor where we want the link to be. Clicking on Shift + 3 for the hashtag symbol will make this Insert Message Variable box pop up. In the Category section, you will see Business Cards in that dropdown. If you click here, you will access the rest of the dropdown options. As you can see, there’s Surveys, Referral Links, Meeting Links, regular Chat Short Links, as well as Business Card. For this part of the text message, I’m going to click on Business Card. Here, you’ll see the business cards that you created in your account. Go ahead and click on one. You will see something like this appear. Just remove one of the hashtags that sometimes shows up in the beginning of that message or that link. Now, these numbers here—you do not want to play with—because it’s going to generate a unique link for every contact that receives this text message. That’s how we gather the data on who clicked on it and when. Now that you saw how to do business cards, that’s how I was able to put the business card link here. If you notice, there’s a meeting link over here, and this is because I integrated my Chatavise account with my Calendly account. Now, integrations are beyond the scope of this particular lesson, but if you want to learn more about integrations, just text me at 470-375-9088 and myself or one of my team members will be able to share a video with you on how to integrate or hop on a call to walk you through how to integrate your account. But for now, if you want to put a link for your calendar, simply upload it to Chatavise like a short link. Then we’re going to go to the part of the message where we want, press Shift + 3, click on the Links category, and then search for the link that’s there and click on it. I used to use it that way, so I have some general Calendly meeting links there—and you will see it appear like so. Again, delete the second hashtag that’s there, and this will generate a unique link just like the other one, giving you the data on whether that person clicked on it or not. All right, and just like that, you now know how to add unique links in this text message field. Now, I did not forget about the second step to the workflow. We’re going to cover that here shortly.

All right, as promised, let’s add a second step to the workflow we were working on. The purpose of the second step is to have Chatavise automatically assign contacts to specific users in your account based on the keyword that the contacts or leads are texting. This can be very useful when you have multiple team members or multiple departments, because contacts can be assigned to specific team members or specific departments depending on what keyword they are texting. It’s kind of like Chatavise is sorting the leads. To do this, let’s move our attention to the Chatavise Workflow screen. Here on my screen, you can see I already have a Step Two that is more advanced, that we will cover in another lesson in another course. But we’re going to push this step down so you can still follow along. We’re going to click on Add Step Two, then we’re going to click on the blue Change button, select Chatavise. Then we are going to click on the Actions dropdown, and on the third one down, where it says Assign Team to Contact, we are going to select that one. Now we can choose which user in this account is going to receive the contacts that are texting the “Zoom with Ron” keyword—or whatever keyword you chose—by choosing Assign and clicking Save. I have confirmed that action, and there it is sitting in the Step Two spot.

Mastering workflows does come with a learning curve depending on how sophisticated you would like to go, but hopefully this lesson helped. Keep in mind we have paid courses coming out soon for different use cases organized by industries, and Workflows is something that we cover, when applicable, in depth in our paid courses. We will not only give you ideas but provide step-by-step instructions on how to implement them. The other option that is available to you right now is to purchase a $350 implementation package, where we have a skilled Chatavise representative that will work with you one-on-one in mapping out and creating the workflows tailored to your business and the objectives that you want to accomplish. This also includes setting up integrations with your existing systems. So if you want to learn more about that, text me at 470-375-9088. Now keep in mind, we’ve seen some coaches charge as high as $5,000 to set up similar workflows in other platforms, so we honestly believe this service is hugely discounted. So please make sure to take advantage if you think this is something that your business can benefit from—because I can guarantee you, this price will rise as demand increases. So with that said, you now know the basics of how to create a workflow for keywords. In the next lesson, we will cover lead forms. I’ll see you there.