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How to Set up the Order Form and Automation for the Teams Feature

Like most of the features in AccessAlly, you may need to create an automation in your CRM that’s set to run immediately after an order is placed. This tutorial will show you the basic workflow that will need to be set up for you to automate selling (and creating) your Teams.

If you’re not using the AccessAlly order forms because you have a different shopping cart, you can still create teams through your CRM, here’s how.

How to Set Up The Order Form (& Automation)

Step 1: Decide What Needs To Happen

First, plan out the sequence of events that you want to be automated. Have each step planned out – and make sure to include when the team should be created (#2 in the example below).

A sample workflow would be:

  1. Start/Trigger: User Purchases a Team License
  2. (Team is Created)
  3. User Receives Login Information Via Email

Step 2: Set up Your Team

Step 3: Set up a Custom Operation

Go to AccessAlly > Custom Operations > Add New.

Then:

  • Choose what this operation will do: Initiate team parent
  • Select a team to initiate: [select your team from the dropdown]

ADVANCED: Replace an existing team
As you create your custom operation, you’ll find that you can choose to “replace” an existing team. This is an advanced use option, and may be used in the following example scenario:
Team “Silver” has access to a single course inside the membership site. One of the team leaders would like to upgrade to the “Gold” team level, which has access to ALL the content inside your membership site. Since you wouldn’t want them to lose access (or manually change their tags), you can select the “Team Gold” as the team to be initiated, with “Team Silver” as the team to be replaced.

The replacement option does NOT affect the team size, merely their permission tags.

Step 4: Set Up Your Order Form

Set up a product & order form for your team license. (Need a refresher on how to do that? Follow the Guide to AccessAlly’s E-Commerce feature.)

4.1 – Create Your Product
A team product is fairly straightforward: simply choose the product name and amount to be charged (and whether it is a one-time purchase vs. a recurring subscription).

Press here to see example

4.2 – Create Your Offer
Next, add the team “product” to an offer.

IMPORTANT: When setting up this offer, be sure to go to the Automation tab and select the custom operation you just created from the dropdown, as in the screenshot below. Once selected, the following actions will take place automatically after a successful purchase:

  1. A new team will be automatically created
  2. The client who placed the order will receive the “Team Leader” tag and any welcome tags that you designated when first setting up the team.

Step 5: Set Up Your “Parent” Automation

At this point, all of the essential actions of creating a new team will happen automatically as soon as the client submits the order form.

However, you may wish to send the new team leader a welcome email. If this is the case, please create a new CRM automation to make it happen with the following elements:

  1. Trigger: When the “Team Parent” tag is added
  2. Send Email
Infusionsoft/Keap - Example Campaign

Ontraport - Example Campaign

ConvertKit - Example Automation

ActiveCampaign - Example Automation

Drip - Example Workflow

Please note:

Since team members are added manually by the team leader, no further actions need to be taken on your part to ensure the team runs smoothly.

Step 6: Set Up Your “Child” Automation

In Step 4 of this tutorial, you designated a “child” tag that will be applied to a user as soon as the team leader adds them to the team.

You can use this tag to trigger an automation that is almost identical to the Parent automation: a quick email that welcomes the new team member and tells them how to log in.

Infusionsoft/Keap - Example Campaign

Ontraport - Example Campaign

ConvertKit - Example Automation

ActiveCampaign - Example Automation

Drip - Example Workflow

Updated on April 3, 2019

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