We want to make your life as a coach, therapist, manager, counselor, teacher,… easier. Trackler software makes everything clear, which is super handy. And the new tool: Automations, will really save you time. This allows Trackler to work for you. Set it up properly and you're good to go.
Below I've highlighted some of my favorite automations. Why they are useful and how to set them up for your own company within your Trackler account. Can't use Automations? This may not be included in your package. Then please contact us here.
Examples of Automations
Invitation accepted > Send an email
Until now, you did not receive a notification if your coachee had accepted his/her Trackler invitation. Now you can set it up so that you receive an email when this has happened. Super handy, so you don't have to check every time whether you type in an empty Track, whether someone actually reads what you say and can receive your assignments.
This automation applies when you invite someone to an existing Track. With a URL invitation in which you want to start an automation while a new Track is being created, you have to follow the automation below.
How do you set up this automation?
Go to Automations
+ New Automation
Give your automation a title, for example: Invitation accepted > Send an email
Click Choose a trigger
"Track invitation is accepted"
Click on the "+" sign below it
Click Select an action
'Send an email'
For example, at 'Set an e-mail subject' you write Invitee name has accepted the invitation
By clicking on the 'i' sign you can add automatic data, such as a first or last name, a full name, the role, ...
At 'What do you want to say?' you write what you want in the e-mail itself. This can be exactly the same text.
At 'What do you want to say?' you write what you want in the e-mail itself. This can be exactly the same text.At 'To whom do you want to send this e-mail?' you enter your own e-mail address.
"Save Action" and "Publish"
And you're done!
PS: Suppose you would like to have a delay in between, you can always set a delay between trigger and action, but I think that would be more useful for other examples.
Invitation accepted via URL and tag > Send an email
For a URL invitation, you have to create a different trigger than with a standard invitation. This is because with this automation you create a new Track when the automation starts.
You can then forward the invitation to your new coachee by creating a URL in your overview with the Individual tag.
Or by placing this URL on a button on your website, for example.
As soon as you accept this invitation, the Automation will be activated.
How do you set up this automation?
Go to Automations
+ New Automation
Give your automation a title, for example: Invitation via URL and tag > Send an email
Click Choose a trigger
'Track created'
If you want to add a tag, do so under "Run if track contains at least one of these tags:"
Click on the "+" sign below it
Click Select an action
'Send an email'
At 'Set an e-mail subject' you write, for example, All Trackees have accepted the invitation
By clicking on the 'i' sign you can add automatic data, such as a first or last name, a full name, the role, ...
At 'What do you want to say?' you write what you want in the e-mail itself. This can be exactly the same text.
At 'To whom do you want to send this e-mail?' you enter your own e-mail address.
"Save Action" and "Publish"
Et voilà, you can send out the URL invitation or place it on your website.
Form submitted > Submit a new Form
You will automatically receive a notification when a Form is submitted. So you don't have to set this. We don't want you to miss that information. What is now also possible is to send a series of forms, with a desired interval. Remember: the first questionnaire has been completed, after 3 days I want the next one to be sent. This can be done automatically and you can see how below.
How do you set up this automation?
Go to Automations
+ New Automation
Give your automation a title, for example: Form Submitted > New Form
Click Choose a trigger
"Form in the Track has been submitted"
Click on the "+" sign below it
Click Select an action
"Set a condition"
Only continue if 'Form title' > text matches exactly > enter the exact title of the form here
"Save action"
Click on the "+" sign below it
"Set a delay"
Choose your delay, for example 3 days. (you enter this in two separate fields)
"Save action"
Click on the "+" sign at the bottom of the automation
Click Select an action
"Create a Form"
Choose Form Track at the 'i'
Select a preset template that you want to send next
"Save action" (we're not done yet!)
Now your Form will be in the Track's filter, but not yet sent. So we want to do that in the next step.
Click on the "+" sign below it
"Send a message in a track"
Write for example: “Well done, you will receive the following form. Good luck!"
In which Track: Choose Form Track at the 'i'
Add an attachment: Form
Select an attachment: 2. Form ID.
Save action and publish!
Done!
Invitation accepted > Send a message + Form
If someone has accepted the invitation, you could place an automatic message in the Track. To automatically welcome your coachee/client or client. Saves another action, and still just as cordial!
How do you set up this automation?
Go to Automations
+ New Automation
Give your automation a title, for example: Invitation accepted > Send a message + Form
Click Choose a trigger
"Track invitation has been accepted"
Click on the "+" sign below it
Click Select an action
"Set a condition"
Only continue if 'Invitee role' > text matches exactly > Insert data 'Track role: Trackee'
You want only the Trackee to receive a message, not a Track Leader that you may have invited.
"Save action"
Click on the "+" sign below it
"Create a Form"
Choose Form Track at the 'i'
Select a preset template that you want to send, for example an intake form.
"Save action" (we're not done yet!)
Now your Form will be in the Track's filter, but not yet sent. So we want to do that in the next step.
Click on the "+" sign below it
"Send a message in a track"
At what do you want to say you write for example: “Welcome to our Track! Here you will find the Intake Form. Please fill it in and send it in. Look forward to your answers. Regards!"
In which Track: Choose Track ID at the 'i'
Add an attachment: Form
Select an attachment: 2. Form ID.
Save action and publish!
Habit checked off > Congratulations
Building a new habit takes effort and deserves a reward! Automatically send a motivational message and a thumbs up when your coachee or client has ticked off a new habit.
How do you set up this automation?
Go to Automations
+ New Automation
Give your automation a title, for example: Habit checked > Congratulations
Click Choose a trigger
'Habit in the Track has been ticked off'
Click on the "+" sign below it
Click Select an action
"Send a message in a track"
At what do you want to say you write for example: “How good, {0. First name of the logger}, keep up the good work!”
Save action and publish!
Appointment made > Send Form
Do you have a preparatory questionnaire that you want to send out before the appointment takes place? Then this automation is for you.
How do you set up this automation?
Go to Automations
+ New Automation
Give your automation a title, for example: Make an appointment > Submit form
Click Choose a trigger
"Appointment in the Track has been created"
Set whether or not to delay by adding it as an intermediate step, see steps 11-14 of this automation
Click on the "+" sign below it
Click Select an action
"Save action"
Click on the "+" sign below it
"Create a Form"
Choose Appointment Track at the 'i'
Select a preset template that you want to send, for example an intake form.
"Save action" (we're not done yet!)
Now your Form will be in the Track's filter, but not yet sent. So we want to do that in the next step
Click on the "+" sign below it
"Send a message in a track"
For example, under what do you want to say, write: “I'm looking forward to our appointment! Here you will find the preparatory questionnaire. Please fill it in and send it in. Look forward to your answers. “
In which Track: Choose Appointment Track at the 'i'
Add an attachment: Form
Select an attachment: 2. Form ID.
Save action and publish!
Working with tags
Read more about tags in Trackler. You can also add them to an automation, so that it is only activated when the relevant tag is 'activated'.