Workflow Library
What This Is
The Workflow Library is the canonical reference for every standard workflow that Capture deploys for golf club clients. Each page documents one workflow: what it is, when to deploy it, what to configure per client, and how to QA it.
How to Use It
Each workflow page covers what the automation does, when to deploy it, what to configure per client, and how to QA it. Detailed deployment steps are managed via the client's ClickUp task list.
Read the page before activating a workflow — the Client Variables section tells you what to confirm with the client before switching anything on.
The Standard Workflows
Website Forms
Forms that live on the club website and capture inbound interest from prospects, visitors, and existing members.
| Ref | Workflow | Description |
|---|---|---|
| WF-contact-us | Contact Us Form | Standard enquiry form routing to departments. Every client gets this. |
| WF-membership-enquiry | Membership Enquiry Form | Public form for prospective members. Feeds into Membership pipeline with Speed to Lead. |
| WF-referral | Member Referral Form | Existing members refer prospective members. Feeds into Membership pipeline. |
| WF-brochure-* | Brochure Download Forms | Gated brochure downloads — one standard pattern, three variants: |
| WF-brochure-society | Society Golf | Society leads to Society / Group Golf pipeline. |
| WF-brochure-membership | Membership | Prospective member leads to Membership pipeline. |
| WF-brochure-wedding | Wedding & Events | Event leads routed by event type to Weddings or Events pipeline. |
Membership Journey
Everything from the point a prospect applies through to a new member being fully onboarded.
| Ref | Workflow | Description |
|---|---|---|
| MJ-application | Membership Application Form | Full digital application for new members at the pre-approval stage. |
| MJ-new-member-form | Internal New Member Form | Staff-only form that triggers the new member onboarding sequence on approval. |
| MJ-onboarding | New Member Onboarding Sequence | Automated email sequence (5-email standard, 3-email simplified) for new members. |
| MJ-preferences | Member Preferences & Get to Know You | Form capturing personal data for personalised member service. Linked from onboarding. |
Member Communications
Ongoing automated and scheduled communications to the existing membership.
| Ref | Workflow | Description |
|---|---|---|
| MC-newsletter | Monthly Member Newsletter | Monthly email newsletter to all active members, including automated new member section. |
| MC-birthday | Member Birthday Summary | Internal weekly or monthly email to GM listing upcoming member birthdays. |
| MC-renewals | Renewal Communications | Membership renewal sequence — annual or rolling model. |
Platform Tools
AI and platform-level features deployed on top of the core build.
| Ref | Workflow | Description |
|---|---|---|
| PT-chatbot | AI Chatbot | AI-powered chatbot deployed on the club website for FAQs and enquiry routing. |
When Does Each Workflow Deploy?
See the Onboarding Phases page for the full breakdown of Phase 1, Phase 2, and Phase 3 activations.
Data Protection & GDPR
How we handle client data, our obligations as a data processor, and what to do if something goes wrong.
Naming Conventions
How everything in GHL is named — sub-accounts, workflows, forms, tags, custom fields, custom values, email IDs, pipelines, and club codes. Follow these conventions without exception.