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Automations (Workflows)

Automatically send vouchers, points or Zalo messages when customers sign up, order, have a birthday and more.

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Written by Alvin Koh

Automations (Workflows) run loyalty actions for you – send vouchers, add points or send Zalo messages – when something happens, such as a new sign-up or a birthday. The Workflow page shows total executions, success rate, vouchers issued and points awarded, with options to analyse, view run history and logs, edit, pause/resume, delete or run each workflow now.

Workflow Automation

1. Create a workflow

  1. In the Admin dashboard, go to Loyalty → Automations.

  2. Click Create Workflow.

  3. Enter the workflow name at the top, e.g. "Welcome new customers".

  4. Choose a Trigger event.

  5. Add one or more actions to run automatically after the event (from the Add action panel or + Actions).

  6. Click Create workflow.

Workflow builder

1.1 Trigger events

The trigger is the condition that starts the workflow. Depending on the event, extra settings appear.

  • New customer: when a customer signs up as a new member.

  • Order completed: when a member completes an order; can be based on order number (e.g. the Nth order) or order value.

  • Birthday: on the member's birthday, a number of days before, or on a set schedule.

  • Special day: on a specific date and time you choose.

  • Scan invoice: when a member scans a receipt.

  • Tier upgrade: when a member moves up a tier; for all tiers or a specific tier.

  • Inactive customer: when a member has no transactions for a set number of days, e.g. 7, 14, 30, 60 or 90.

  • Points expiry reminder: a set number of days before the member's points expire.

  • Voucher expiry reminder: before the member's voucher expires.

  • Weekly by weekday: runs on a fixed day and time each week – great for recurring promotions like Happy Friday.

  • Rebook due: when a customer is due to return based on the service's rebook cycle.

  • Package expiry reminder: before a package or treatment the customer bought expires.

1.2 Actions

Actions are what the system does automatically after the trigger. A workflow can have several actions.

Distribute voucher

  • Choose existing: pick a Campaign voucher created earlier.

  • Quick create: create a new voucher right in the workflow.

  • Validity days: how many days the voucher stays valid after it's distributed. Leave empty for no limit.

When the workflow runs, the voucher goes into the member's offers.

Add points

Enter the number of points to add (must be positive). The points are added to the member when the workflow runs.

Send ZNS

🇻🇳 Vietnam only. Sends a Zalo ZNS message to the member, via PEKO OA or your Brand OA. Choose a ZNS template that fits, e.g. Happy birthday, Thank you & voucher. Messages are sent to the member's Zalo as long as the OA integration and template are active.

Send Email is coming soon.

Once the trigger and actions are set, click Create workflow to save and start using it.

2. Workflow vouchers

The Voucher tab (Loyalty → Automations → Voucher) tracks and manages vouchers used in workflows, e.g. welcome, birthday or customer care campaigns. Here you can:

  • See the vouchers used in workflows.

  • Click Create voucher to add a new one for automations.

  • Check purpose (workflow vouchers have the Campaign purpose), benefit type, value and status.

  • View statistics, edit or delete vouchers in the Actions column.

Vouchers in this list can be chosen in the Distribute voucher action.

3. FAQ

Q: How do I give a gift to customers who sign up for the first time?

A: Create a New customer workflow:

  1. Go to Loyalty → Automations.

  2. Click Create Workflow.

  3. Set Trigger event = New customer; Action = Distribute voucher or Add points; give the workflow a name.

  4. Click Create workflow.

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