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Sequences

A sequence is an automated series of messages — emails, texts, or push notifications — that sends itself in response to something a lead or client does, so the right follow-up goes out without anyone remembering to send it. A welcome series when a lead comes in, a win-back when a client goes quiet, a review request after a visit: you build the flow once, turn it on, and it runs for every person who qualifies.

This page covers what a sequence is, how to build and activate one, and the three ways to control who enters it and where it branches — starting a sequence when a lead changes stage, limiting it to leads from specific booking links, and splitting the flow on a detail of the lead. Each of these you can set yourself in the editor, or ask Atlas to set for you.

Sequences vs. the newsletter

A sequence is automated and personal — it reacts to one person's lifecycle and sends on its own schedule. The Newsletter is a one-off issue you write and send to your whole list at once. Use a sequence for "when X happens, follow up"; use the newsletter for "here's this month's update."

Build a sequence​

You manage sequences in the Provider web portal under Growth → Sequences. The tab has two groups: Defaults, the built-in lifecycle emails every account already sends automatically (appointment confirmations, reminders, order receipts) that you can preview but not yet edit, and Add-ons, the sequences you create and control. Everything below lives under Add-ons.

  1. Open Growth → Sequences and click Create Sequence. A two-step panel opens.

  2. In Step 1, give the sequence a Sequence Name and pick a starting point — either a ready-made template such as Lead Nurture (convert leads into booked clients) or 3-Step Reactivation Drip (win back dormant clients over about two weeks), or Start from scratch for an empty flow you build yourself. A template fills the flow with sensible draft messages you then edit.

  3. In Step 2, choose the Trigger — the event that enrolls a person into the sequence — from the Trigger dropdown (type to search it). Triggers that need a number, such as how many days of inactivity, show their settings right under the dropdown. Common choices are When a new lead is created (a form, booking page, or import), After an appointment is completed (reviews and aftercare), When a client becomes inactive (no visit for a number of days you set), and Manual / on-demand (you enroll people yourself or by segment). The trigger is what makes a sequence run automatically.

  4. Still in Step 2, optionally narrow Who's eligible so only the people you want are enrolled (see Limit a sequence to specific sources below), then finish creating the sequence. The flow builder opens on your new sequence.

  5. In the flow builder, the Trigger card at the top shows what starts the flow. You can change the trigger and its settings there at any time, and click Who's eligible to change the eligibility filters.

  6. Lay out the messages in order. Each step is a block you can set to send as email, SMS, or push, with its own wait time before it goes out, so a flow might be "email now, then a text two days later if they haven't booked." Add a block with the + control between steps. A Conditional split ends its line: after it, each step goes in the Yes or the No branch.

  7. Set an Exit goal so the flow stops early once it's done its job — for example, They book an appointment — so you never keep nudging someone who already converted. Leave it on Never (send the whole flow) to always send every message. A flow started from scratch begins on Never. They become a client is offered only when the trigger can enroll a lead (When a new lead is created or Manual / on-demand). Every other trigger enrolls people who are already clients, so that goal would end the flow before its first message.

  8. A new sequence starts as a Draft. When it reads well, click the Play button on its card to set it Active — only then does it start enrolling and sending. A flow with an email missing its subject or message, or an SMS or push with no text, can't be turned on: the message names the step to fix. Use Pause to stop sends without losing the flow.

Sequence sends are metered

Emails and texts a sequence sends count toward your plan's monthly messaging volume. Build and preview as much as you like in Draft; the meter only moves once a sequence is Active and sending to real people. See Billing & Costs for your allowance.

Start and stop a sequence on a lead's stage change​

Every lead sits at a funnel stage — a label for where they are in your pipeline, such as Prospect (new), Contacted, Booked, or Unresponsive. A sequence can start the moment a lead moves into a stage you choose, which is how you fire a follow-up the instant someone becomes, say, a prospect, without waiting for any other trigger. This runs alongside the sequence's main trigger, so you can use both.

You set this in the flow builder, at the top of the flow under Lead stage.

  1. Open the sequence (click the Edit pencil on its card) to reach the flow builder, and find the Lead stage panel labeled Start when a lead moves to:.

  2. Click one or more stage pills — Prospect (new), Contacted, Booked, Unresponsive — to choose the stages that start the sequence. Picking any stage turns the stage trigger on; leaving them all unselected turns it off and the sequence relies on its main trigger alone.

  3. Decide whether the sequence should also stop when the lead leaves those stages. The checkbox Stop this sequence when the lead moves to a different stage is on by default, so a lead who moves out of your chosen stages exits the flow and stops receiving its messages — which is usually what you want, since the follow-up no longer fits where they are. Turn it off to let the flow finish regardless.

A worked example

Select Prospect (new) and leave the stop-on-change box checked. Now the moment a lead is marked a prospect, your nurture flow begins — and if your team later moves them to Booked, the nurture stops on its own, because they've done the thing it was trying to get them to do.

Ask Atlas

Instead of opening the builder, you can tell Atlas, "start my nurture sequence whenever a lead becomes a prospect, and stop it if they move to another stage." Atlas sets the stage trigger and the stop behavior for you to review.

By default a sequence considers every eligible lead, no matter where they came from. When a flow only makes sense for one audience — say, a scripted follow-up written specifically for people who booked through your /demo link — you can restrict enrollment to leads from the booking links and landing pages you choose, so no one from another source is swept in.

You set this when you create the sequence, in Step 2 under Who's eligible, or later in the flow builder by clicking Who's eligible under the trigger.

  1. In Step 2 of Create Sequence, find the Who's eligible box and the row Only enroll leads from these booking links / pages:. It lists your booking links and offer pages.

  2. Click the links or pages this sequence should enroll from. A counter reads N selected · leave empty for all sources, so selecting nothing keeps the sequence open to every source — the restriction only applies once you pick at least one. If you have more than five, a search box helps you find one by name.

  3. Finish creating the sequence. From then on, only leads whose source is one of your selected pages are enrolled; the other Who's eligible filters (an active membership, lifetime spend, recent visits) still apply on top, and a lead must match all of them.

If you have no links yet

If you haven't created any booking links or offer pages, the row says so and leads from any source stay eligible. Create a booking link first if you want to target by source.

Ask Atlas

You can also ask Atlas, "only enroll leads who came from my demo booking link into this sequence," and it sets the source filter for you.

Branch on a lead's details with a split​

A split (also called a conditional split) is a fork in a sequence: people who meet a condition follow the yes branch, everyone else follows the no branch, so one flow can send two different messages to two kinds of people. Beyond the built-in conditions — has a membership, visited recently, lifetime spend — a split can branch on a field of the lead itself, which lets you route on the exact details your intake or booking questions captured.

You add a split in the flow builder, and turn it into a lead-field branch from its condition dropdown.

  1. In the flow builder, use the + control where you want the fork and add a Conditional split. The block appears with a dropdown of conditions.

  2. From that dropdown, choose Lead field…. Three controls appear: a field picker, an operator, and a value.

  3. Pick the field to test. The choices are the lead details Ready Practice knows — Lead source, Funnel stage, Program interest, Stated budget, Sales-call interests, and Booking answers (the answers your booking link collected).

  4. Choose the operator that defines the match: contains (the field includes the value anywhere — good for a list like interests), equals (the field matches the value exactly), or is set (the field has any value at all, which needs no value to compare against).

  5. For contains or equals, type the value to match. For example, field Sales-call interests, operator contains, value front_desk sends everyone who expressed interest in the front-desk product down the yes branch, and everyone else down the no branch.

  6. Build out each branch with its own message blocks, and save. You can nest splits a few levels deep when a flow needs more than one fork.

Match the branch to the field you tested

Write the yes and no branches so each reads naturally for the people who land there. If you split on Program interest contains weight-loss, the yes branch should speak to weight-loss specifically — that specificity is the whole point of branching rather than sending one generic message to everyone.

Ask Atlas

Add the conditional split in the flow builder first, then ask Atlas to set what it branches on — for example, "in this sequence, branch on sales-call interests containing front desk." Atlas sets the field, operator, and value on your existing split; it doesn't add the split step itself.

Next steps​

  • Give a sequence somewhere to enroll from → create a Booking Link so new leads flow in with their source recorded.
  • Send a one-off instead of an automated flow → write an issue in the Newsletter.
  • Understand what sends cost before you scale → review Billing & Costs for your monthly messaging allowance.