New membership

The first thing you'll notice on this form is a big paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

Next you'll notice that there are two faded out fields. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the workflow.

The workflow starts when a potential new member fills in this form.

Notify admin

The administrator receives an email notifying them of the new membership request and directing them to move onto the next task. Kotive creates the content of this email by pulling in information from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the club's admin, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

A link at the bottom of the email leads them to the next task.

Review membership

The club admin reviews the membership request and approves or denies it. Their decision will lead to different tasks being activated.

These tasks are the 'Membership approved' email task, or the 'Reason for denied membership' form task and the 'Membership denied' email task. This is possible because of conditions.

Reason for denied membership

This form has one condition:

Activate this task when...
'Would you like to confirm membership?' IS 'No'

This form will only be displayed if the administrator decided not to confirm the new membership in the previous form task.
The club admin explains why the new membership was denied.

Membership denied

This email has the same condition as the 'Reason for denied membership' form.

Activate this task when...
'Would you like to confirm membership?' IS 'No'

This email will only be sent if the administrator decided not to confirm the new membership in the 'Review membership' form task.

The person who requested membership receives an email informing them that their membership has been denied. The reason for denial is pulled in from the previous form.

If the administrator denied the request, then this email completes the 'New membership' workflow.

Membership approved

This email has one condition:

Activate this task when...
'Would you like to confirm membership?' IS 'Yes'

This email will only be sent if the administrator decided to confirm the new membership in the 'Review membership' form task.
The person who requested membership receives an email informing them that their membership has been approved.

Add a new member

The Mailchimp task has the same condition as the previous email task.

Activate this task when...
'Would you like to confirm membership?' IS 'Yes'

This task will only be activated if the administrator decided to confirm the new membership in the 'Review membership' form task.

The workflow automatically adds the new approved member to the club admin's mailing list with Mailchimp.