When someone is added as a prospect in ClubRight, the clock starts. The Prospect Nurture workflow sends a sequence of messages and creates staff follow-up tasks automatically, so no lead goes cold while your team is busy with other things. You set it up once, activate it, and ClubRight handles the follow-up from there.
Before you start
📋 Note: This article covers setting up the Prospect Nurture workflow specifically. For a general introduction to Smart Workflows, including how to navigate to them and how templates work, see Smart Workflows: getting started with automation.
How to set up the Prospect Nurture workflow
Click the burger menu in the top left-hand corner.
Click Communication.
On the left-hand side under Navigate, click Smart Workflows.
Click Add New Workflow in the top right.
In the template library, select Prospect Nurture.
You will see the full workflow structure. The trigger is set to Joins as prospect, meaning the workflow starts automatically whenever someone is added as a new prospect in ClubRight.
Naming your workflow
On the right-hand side of the workflow editor, you can update the Name and add an optional Description to help you identify the workflow on your Smart Workflows page.
What the workflow does
The Prospect Nurture template includes six steps:
Wait 2 hours: a short pause after the prospect is added before the first message goes out.
Send message: Thanks for your interest!: an initial welcome message sent to the prospect.
Wait 2 days: a pause before the next action.
Create task: Call new prospect to discuss options: a follow-up task is created and assigned to a staff member.
Wait 5 days: a further pause before the final message.
Send message: Ready to get started?: a follow-up message to re-engage the prospect.
Once the final step is complete, the workflow ends. Members leave the workflow at this point: it is not a step and nothing needs setting, it just marks the finish.
Customising the workflow
Editing a message
To edit a message step, hover over it and click the pencil icon. This opens the Send Message panel where you can:
Choose when the message sends: Immediately (as soon as the workflow reaches this step) or After a delay (add a wait before the message goes out).
Update the Subject and Message body to suit your club.
Personalise the message using the Insert personalisation options below the message body: First name, Membership number, Title, or additional fields via the More dropdown.
Choose the Channel: Smart (ClubRight automatically picks the best channel for each member), Email, SMS, or Push.
Set the Consent type required: Email Marketing or SMS Marketing.
Editing a task
To edit the Create Task step, hover over it and click the pencil icon. This opens the Create Task panel where you can:
Update the Task details to describe what the staff member needs to do.
Use the Assign to dropdown to assign the task to a specific staff member or to Member's assigned staff (which automatically routes the task to whoever is assigned to that member in ClubRight).
Set the number of Days to complete the task.
The task will appear in the assigned staff member's task list in ClubRight when that step is reached in the workflow.
Deleting a step
To remove a step from the workflow, hover over it and click the delete icon (bin) next to the pencil. This permanently removes the step from the workflow.
Adjusting the timing
To change the wait time between steps, hover over a Wait step and click the pencil icon. Update the duration to suit your follow-up schedule.
Re-enrollment
By default, a prospect will only go through this workflow once. If you want prospects to be able to re-enter the workflow after completing it, enable Allow members to re-enter this workflow in the panel on the right-hand side.
Activating the workflow
When you are happy with the workflow, click Save to keep it as a draft, or Activate in the top right to make it live.
💡 Helpful tip: The Smart channel option is a good default for most clubs. It automatically selects the best channel for each prospect based on their details, so you do not need to maintain separate email and SMS versions of the same message.