How to build product waitlist signup flows with AI
Almost every business will require a signup flow at some stage, whether you are collecting signups for a service or product, or user details for your apps. Workflow86 allows you to build powerful signup flows with absolute control over every step. In fact, we built our own waitlist signup flow for Workflow86…inside of Workflow86.
A signup flow is a workflow designed to capture details about a person who is expressing interest in a service or product. For example, you might want a signup form for a service your business is offering or allow people to sign up as users for your website, or to register for an event you are holding and so on.
Workflow86 provides an easy way to build whatever signup flow you require in just a few minutes. You can create very basic signup flows that simply captures user data and emails or stores that data for reference, to more complex signup flows that trigger multiple actions such as exporting the data to other apps (such as a CRM), manual approval steps, custom documents and more.
Manually managing signups via spreadsheets and individual emails is prone to errors and quickly becomes overwhelming. By leveraging Workflow86's components, you can create a robust, automated system in just a few steps.
Why Automate Your Waitlist Signup?
Before we dive in, let's quickly recap the benefits:
Efficiency: Frees up your team from manual data entry and email sending.
Consistency: Ensures every signup receives the same timely confirmation and information.
Scalability: Handles any volume of signups without extra effort.
Improved User Experience: Provides instant acknowledgment and keeps users informed, enhancing satisfaction.
Data Accuracy: Reduces errors associated with manual handling.
Lead Nurturing: Creates a warm list of leads you can engage with leading up to launch.[1]
Building Your Workflow86 Waitlist Signup: Step-by-Step
Here’s how to construct your automated waitlist workflow
Step 1: Set Up the Workflow Trigger
Create a New Workflow: Go to the Workflows section in Workflow86 and start a new workflow. Give it a descriptive name like "User Waitlist Signup."
Select the Trigger: The first node in your workflow is the trigger. Choose the "Form" trigger.
Connect Your Form: Configure the trigger by selecting the specific waitlist form you created in Step 1 from the dropdown menu. This tells the workflow to start whenever that specific form is submitted.
Step 2: Create Your Signup Form
Using Workflow86 Forms: Navigate to the Forms section within Workflow86. Create a new form.
Essential Fields: Add the fields you need. At a minimum, include:
Email Address (Use the 'Email Address' field type for validation).
Name (Use 'Short Text' field type).
Optional Fields: Consider adding fields like 'Company Name', 'Role', or a 'How did you hear about us?' dropdown for better segmentation later.
Customize: Add your logo, customize the confirmation message shown after submission (e.g., "Thanks for joining! We'll email you shortly."), and adjust styling as needed.
Save and Get Link/Embed Code: Once done, save your form. Workflow86 will provide a shareable link or embed code for your website.
Step 3: Store the Signup Data
Add a Table Action: You need a place to keep track of everyone who signs up. Drag and drop the "Add Row to Table" action onto your workflow canvas, connecting it after the trigger node.
Create or Select a Table:
If you don't have one already, create a new built-in Workflow86 Table named something like "Waitlist Signups."
Define columns in your table that correspond to your form fields (e.g., 'Email', 'Name', 'Signup Date'). Workflow86's built-in tables are designed to work seamlessly with workflows, offering a great alternative to spreadsheets.
Map Form Data to Table Columns: Configure the "Add Row to Table" action. For each column in your table, use the placeholder selector to map the corresponding data from the submitted form. For example, map the Email Address form field output to the 'Email' table column, Name to the 'Name' column and so on.
Step 4: Send a Confirmation Email
Add an Email Action: Drag the "Email" component onto the canvas, connecting it after the "Add Row to Table" action.
Configure the Email:
To: Use the placeholder selector to insert the Email Address collected from the form submission trigger.
From Address: By default, it uses noreply@workflow86mail.com. For a more professional touch (available on paid plans), you can configure Workflow86 to send via your own email service (SMTP) through the Credential Store.[5]
Subject Line: Write a clear subject, e.g., "You're on the Waitlist for [Your Product Name]!" You can personalize this using the Name placeholder if desired.
Message Body: Craft a welcoming message using the rich text editor. Confirm their spot on the waitlist, briefly reiterate the value proposition, and manage expectations about next steps or timing. Use placeholders to personalize the greeting.
Save: Configure and save the email template.
Step 5 (Optional): Internal Notifications or CRM Integration
Notify Your Team: If you want your team to know about new signups, add a notification action after the confirmation email. This could be:
Send Email: Configure another email action to send a notification to an internal address (e.g., sales@yourcompany.com).
Slack/Teams Message: If you've integrated Slack or Teams, use the respective component to post a message to a specific channel.
Add to CRM: If you use a CRM and have set up the integration in Workflow86, add an action like "Create Contact" or "Add Lead," mapping the form data (Email, Name, etc.) to the relevant CRM fields.
Step 6: Activate and Test Your Workflow
Review: Double-check the connections between your nodes and the configuration of each step.
Activate: Turn your workflow on.
Test: Fill out your signup form yourself using a test email address. Verify that:
You see the form's success message.
A new row appears in your Workflow86 Waitlist Signups table with the correct data.
You receive the confirmation email, and it looks correct (check personalization).
(If configured) Your internal notification arrives, or the contact appears in your CRM.
Beyond the Basics
Once your basic waitlist workflow is running smoothly, consider enhancements:
Segmentation: Use data collected (like answers to "Role" or "Interest") to branch the workflow and add users to different lists or tag them for targeted future communication.
Nurture Sequence: Add follow-up emails using delay nodes and further email actions to keep your waitlist engaged with updates, sneak peeks, or valuable content.
Analytics: Monitor the number of signups in your Workflow86 table to gauge interest and plan your launch capacity.
Example: Use AI to perform web search
One example from our own workflow is using an AI Assistant component set to a web search model (Perplexity sonar-pro) to return information about the user who signed up using the information they entered into the form.
By using Workflow86's intuitive drag-and-drop interface and powerful components like Forms, Tables, and Email, you can quickly build an effective, automated user waitlist system. This not only saves valuable time but also ensures a professional and engaging experience for your future customers from their very first interaction.
Ready to stop managing waitlists manually? Get started with Workflow86 today and automate your signup process effortlessly!