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hey guys my name is Christy I'm the CEO and founder of disillable life and a honeybook pro in today's video I'm actually going to take you through my booking workflow as a service provider I Know Myself and I learn best from example and seeing what other people do in their business so I really want to give that opportunity to you to see how I tangibly use honeybook and automations to map out my client Journey from start to finish let's dive in [Music] buckle up are you ready to go through my booking workflow so I'm going to take you through just one service because each servant's service May differ and that's what we do for our clients as well when we're building out their honeybook processes is creating different automations templates and everything for each individual service has a different flow now I also want to lay the groundwork before diving into what my actual booking workflow is and talk about the things that you're going to need to create in order to make this Automation and workflow come together so in our system School honeybook course and then with our clients we have this workflow mapping spreadsheet where we actually map out and create their workflow in written format before creating anything in honeybook this is because people may or may not know that when you go to create an Automation in honeybook you actually have to have all the pieces already created the brochures proposals emails questionnaires Etc and so trying to create that in the automations instead of brainstorming it first on paper or in a spreadsheet a document can get very overwhelming so what we've done in system school and for our clients is we just created a basic spreadsheet that has what these steps are in the automation or workflow what happens at each step what items we need to create when it happens and if it's approval if it needs approval or not and then we can see how many of each we have to create how many emails schedulers proposals brochures Etc okay so I wanted to talk about that for a second and then let's also talk about some other like housekeeping organizational things so once you actually come into your template section this is where for all the emails we love having naming conventions to keep everything super organized which is our Jam so you can see here we actually I'm going to show you through we have an inquiry Automation and then a booking automation and so you could see the naming conventions HP inquiry Dash the number of the email Dash and what it actually is and now the reason we have zero zero zero one zero two is because if you just put one two three four once you get to 10 it's going to shoot back up to the ones so just a pro tip there for you to keep your emails organized and then you can see the different folders that we have as well for our smart files so our custom honeybook build brochure proposals Etc okay one other tip before we actually dive in is the contact forms so we're going to walk you through the automations but how is this possible because our contact form number one is embedded on our website let me show you that real quick so you can see this is our contact page and this is our actual honeybook form embedded in here so it actually looks like it's part of our website but we never miss a single lead because everything's funneling right into our honeybook account so I have another video going through the contact form and how to embed it on your website if you're interested but one other thing here is when we have what type of project are you looking for if you click on the gear icon you can see that this is connected to the project type meaning in our settings if you click update then you could see the different project types we have which will then trigger different automations so if you find yourself having to always update the project type and not knowing how to actually turn these automations on this may be your Missing Link okay now with that let's actually dive in to our flows so if I go back into templates we've built out all of our brochures emails Etc proposals but I know for myself I always learn best by example by someone who's gone before me and done it before so that's what this video really is for is for you to gain inspiration of course you may be in a different industry than we are or you may want your process to flow a little bit different but my goal for this video is to really uncover the power of automations and how you can really streamline your inquiry and booking flows Okay so if I come into tools automations you're gonna see I'm just gonna go through the honeybook setup automations that we have so you can just get an idea of one service you could see here I have inquiry honeybook set up and then booking honeybook setup now here this automate via contact form is where that is the button that turns this on when someone inquires from a contact form and says hey I'm interested in a honeybook setup then this is going to trigger this automation so let's go through this Automation and then once we get to the end I'll show you how then after I send a proposal because maybe this person booked a call then I will manually apply the booking automation okay so immediately after the automation is activated meaning someone inquired about a honeybook project it sends the autoresponder saying thanks to reaching out to work with us on your honeybook project we received your inquiry and we'll respond within the next 48 business hours so this is really nice because they're getting an immediate response they know it went through and now they have expectations that we might not be able to respond within five minutes but that they can expect to hear from us in the next two days now I don't ever wait two days typically unless I'm like out of office but I will try and respond as quickly as possible so what does that mean by responding I'm going to go ahead and check out the inquiry and then this is going to be waiting for me if I feel that they're a good fit for a honeybook setup then I have our custom honeybook build brochure which has our pricing our process about our team Etc and then I it's going to send with this email so hey and then it'll put in their first name thanks so much for reaching out to work with us on it on your honeybook project after reviewing your inquiry form and then I will put a personal message to this person because I think Personal Touch goes a long way people don't just want a fully automated hey here's how to work with us boom boom boom if you say hey we love working with photographers like you congrats on launching your business just any personal detail will go a long way so this will say I've attached our brochure below which goes through everything you need to know if you want to book a zoom or phone consult feel free to do so let me know if you have any questions looking forward to hearing back so if it's a good fit I will add this personal message and send this over that takes about one to two minutes and let's talk about what these links are here so this is where in honeybook they have schedulers that you can set up and this is where you can link it in your email so you don't have to coordinate back and forth hey I have this time available are you free boom boom boom they can just click here decide if they want a zoom or phone consult and then book that now we have a whole other video going through the honeybook scheduler so if you want more details on that check it out on our Channel okay so then what happens next now we have our series of follow-up emails now note although this is called an automation I do not recommend having these emails as automated to go out the reason being is honeybook does not know if the client has responded if they booked a call I mean it does know if they booked a call but how it's set up it's not going to stop these steps yet so they're not gonna honeybook can't completely read the situation right so how we have it is it's approved before sending so it shows up in our task section and all we have to do is go ahead and click approve and send after checking out if we actually want to follow up with the person so we have three follow-up emails to start one's 24 hours later just bumping it back up to their inbox one is three days after that and one is seven days after that I'll show you a little preview of what these look like the second one just you know popping in is a little bit more meaty just following up feel free to book a zoom or phone consult boom boom boom the next one is much more straightforward hey are you still interested or we have have you gone in another Direction and then the last one is hey wishing you all the best if our services are out of budget here are other options so those are the first three emails which happen in the span of you could see like 10 days 11 days so we used to just stop there but what we saw is that especially being on directories like the honeybook pros directories sometimes people inquire with multiple people and then never take action right so you could say oh I really need help with my honeybook setup inquire with people six months later nothing has changed so what we actually added are three month and six month follow-ups now you'll see these tasks as well in between that after that third follow-up email is sent we actually then move the stage to three month follow-up which we have in our honeybook pipeline 90 days after that it's a three month follow-up which is basically like hey it's been a few months did you end up getting the support you needed then after that if we still don't hear back the six month follow-up is then like hey just touching base seeing if you got any help here's some extra resources let's stay in touch after that we have a task that says okay this is a dead lead let's go ahead and archive the project they inquired six months ago we never heard back from them so if they want to reach back out they can but typically Dead lead but all the way at the bottom of this automation we're almost done with the inquiry automation thanks for sticking with me here is move stage two book to call immediately after a session is scheduled what are those sessions zoom and phone consults so that way if someone does get any of these emails from start to finish and decides to book a consult call it's going to bring us down all the way to the bottom saying hey move stage to book call delete automation so now we'll move on to the next phase that is the inquiry automation it feels like a lot because it is but the beautiful thing about this is that all of it's set up for every single inquiry coming in so all I have to do is go in and approve steps and that's it I could go through 20 lead follow-ups in a day and it could take me about 10-15 minutes it seems wild but it's actually true okay so then let's go into booking so once we go into booking this actually happens after I have a call with them and then I decide to send a proposal I go ahead and attach this automation so then I have a series of proposal follow-ups I could spare you the details on here but basically it's just things like checking in to see if you had a chance to review the proposal let me know if you have any questions are you still interested blah blah blah if we get through the three proposal follow-ups now these are a little closer together it's a seven day span then I will go ahead and archive the project if I didn't hear back after those three follow-ups but if the client does go ahead and pays their first payment it will automatically send or actually no this one won't the welcome email and the reason that we don't have it automatically send is because we typically save their project date and so we say let's get your kickoff call set for and then I'll go ahead and edit this to be this the date that we agreed on now actually we're changing our process a bit that our dates are just first come first serve and we're going to add a scheduler Block in our proposal so so this is a great reminder to tell you that your process will change over time and that's okay so don't let perfectionism stop you from making these automations live and actually getting them running in your business things are going to shift and change especially in the beginning as you're testing it out but also down the line as your process changes and then honey Buck even comes out with new features that help with your client Journey even more okay so we send the welcome email right we get their project on the books and then we go through a series of steps that now delegates this project to our honeybook project manager Antonella so how honeybook is set up this is kind of like a workaround where I'll then reassign the project to Antonella she'll then add me back to the project and then after their session is scheduled then we're gonna say okay change the start and end date in honeybook so now all of the next steps are triggering based on Project date and then we notify our uncanny team of the new project which is our amazing copywriters who work on all of sorry about that who've worked on all of our canned emails for our clients and really bring their brand voice and vision to life then we go into the onboarding process so I'm going to zip through this a little bit okay hold on Zoom one second okay now I'm gonna zip through the end a little bit because this is our booking workflow so we've gone through and we've booked the client now from here after we go ahead and create their click up project list which is a whole other ball game if you guys are interested in that part of the process let me know and I can create another YouTube video for it but basically we then have a list and click up that has every single task that has to happen for these honeybook builds because they are so custom and so in-depth for our clients and then after we set all of that up then we send their onboarding email which has the information to their portal their welcome video Etc so then once that is complete after their session ends we move the project to implementation because now we're not an onboarding we're in implementation and then actually from there we have canned emails during the process where we're having them review assets but because those happen at different times we actually just send those within the project portal itself so immediately after the project date we deliver the final training with their recording we kick off their 30 days of support one week after we send a check in just to say hey how have things been going the past week making sure we're really nurturing our client well giving them a warning seven days left of that support period and then seven days after that we close out the project and we say hey your support period is over it was such an amazing experience working with you can you leave us a testimonial and then we move the project to completed but now this is where you can even take it a step further the relationship does not have to be over there so what we also did is our last step is 90 days later we check in on them hey how are things going with your new builds it's been four months and then we send our referral program agreement to keep it those projects coming and that relationship with our clients and so that way they can get a little payout for being able to promote to Silver life and their experience that we had together so that was a lot but I hope that brought light to you know this process of what our booking flow actually looks like and just to wrap this up I know that was really just us walking through our process I want to go ahead and give you a visual example of what this looks like to approve a brochure an email Etc so let me pop into a project and give you that real time look and feel okay so now we are in John Smith's project and say John Smith inquired he wants a honeybook setup here's his information you'll see that this email already went out saying hey we received your inquiry we'll respond in the next 48 business hours and now you will see let me go ahead and refresh my page now you're going to see this task waiting for me now this is also going to be on my home screen available for me so I could just pop into this project read his inquiry and then be able to click view slash edit now this is where once I click that now this is where that email pops up right so this is the same exact idea for the initial inquiry the follow-ups the onboarding emails that's how easy it is you just click view slash edit here I would just go ahead and delete this Yellow Block I just put things in yellow when I'm like hey insert something here or change this thing and then I would say we would love to help you get your photography business streamlined or something like that also this right here is my grammarly extension highly recommend it is the bomb and so there you go insert a personal note go ahead and send and now you will see that it sent the email it sent the brochure to him which will be in his files and then I could see if he read it all that good stuff so that is how easy it is to go ahead and approve those automations once you map everything out and it's running and all you have to do is go ahead and check in on your task section every day to know if you have to follow up with clients start the onboarding process archive dead leads Etc so I hope this was helpful for you and getting an insight into our actual process we use for honeybook setups and onboard and nurture our clients so I hope that video was helpful for you in gaining some insight into how we use honeybook active silver life to book and manage our client projects if this video was helpful make sure to give it a thumbs up and subscribe to our channel to get all the other honey Buck tips and if you're just diving into honeybook and you really want that step-by-step guidance and support from me and my team make sure to check out our honeybook course I will drop the link in the description below with that thank you so much for watching and I'll see you next time thank you [Music] foreign