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How to Automate New Owner Onboarding with Contact Workflows

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Summary: This article guides you through setting up an Automation Contact Workflow. This feature connects your miSite sales directly to your miStable Dashboard, automatically adding new Owners and assigning them ownership shares the moment a purchase is completed.

Before You Begin

To ensure this process works smoothly, make sure you have the following ready:

  • An active miStable account.
  • A miSite with WooCommerce plugin already integrated.
  • The horse you intend to sell has been created in your miStable Dashboard or miSite Wordpress.
  • A corresponding 'Product' for that horse has been set up in WooCommerce.

Overview

The Automation Contact Workflow feature is a powerful tool designed to streamline your operations and eliminate manual data entry. By automating the onboarding process for new Owners, you can save significant administrative time, reduce the risk of errors, and provide a seamless, professional experience for your clients.

This guide is broken down into three main parts:

  1. Part 1: Configure the Workflow in the miStable Dashboard – This is where we create the automation rule.
  2. Part 2: Link the Workflow to a Horse on your miSite – Here, we apply that rule to a specific horse for sale.
  3. Part 3: The End-to-End Process in Action – This explains what happens automatically when a customer buys a share.

Part 1: Configure the Workflow in the miStable Dashboard

 

First up, we'll create the workflow template in your main miStable Dashboard.

  1. From your miStable Dashboard, navigate to Automation in the left-hand menu, then click on Contact Workflows.
  2. Click the + Add Workflow button to get started.
  3. On the configuration screen:
    • Name: Give the workflow a clear, descriptive name (e.g., New Owner Workflow for Cool Jakey).
    • Description: Add a brief note for your own reference if you like.

    💡 Tip: Use a specific name for each workflow, especially if you manage multiple horses. This makes it much easier to manage later on.

  4. From the Available Actions list on the left, drag and drop the following actions onto the canvas on the right:
    • Add Contact as Owner or General: Drag this on first. In the pop-up window, set the Select Role to Owner and click Save.
    • Add Owner to a Horse: Drag this action to connect it below the first one. In the pop-up:
      • Use the Select Horse* dropdown to choose the correct horse (e.g., Cool Jakey).
      • Flick the Add Ownership switch to the ON position.

    ❗️ Important: The 'Add Ownership' toggle is the key to the whole process. When switched on, it instructs the system to dynamically calculate and assign the ownership percentage based on the quantity purchased on your website.

  5. Once you're happy with the setup, click the Save Workflow button at the bottom of the page.

Part 2: Link the Workflow to a Horse on your miSite

Now we'll head over to your website's admin area to connect this workflow to the horse being sold.

  1. Log in to the WP Admin dashboard of your miSite.
  2. From the side menu, navigate to Horses Available.
  3. Find the relevant horse in the list and click Edit.
  4. Scroll down to the Horse Available Details Options section and configure these fields:
    • Share Percentage: Enter the value of a single share (e.g., 5%).
    • Linked WooCommerce product: Select the corresponding WooCommerce product from the dropdown list.
    • Automation Contact Workflow: Select the workflow you created in Part 1 (e.g., New Owner Workflow for Cool Jakey).
  5. Scroll back to the top and click the Update button to save your changes.

Part 3: The End-to-End Process in Action

With your workflow configured and linked, the automation is now live. Here is a step-by-step breakdown of what happens automatically every time a customer purchases a share.

  • Step 1: A Customer Completes a Purchase A customer visits your website, selects their desired number of shares, and finalises payment through your checkout.
  • Step 2: The Order is Confirmed in WooCommerce Immediately following a successful payment, your website's WooCommerce system generates an order and marks its status as 'Completed'. This status change is the trigger for the automation.
  • Step 3: The miStable Workflow Processes the Information The 'Completed' order instantly activates the linked Contact Workflow in your miStable Dashboard. Without any action needed from you, the system will automatically process the data.
  • Step 4: Confirm the Result in the miStable Dashboard To see the results of the successful automation, you can:
    1. Return to your miStable Dashboard and go to Automation > Contact Workflows.
    2. Click Manage on your workflow. The SUBMISSIONS count should have increased by one.
    3. In the Submissions section, you'll see a log of the new entry. Green ticks confirm that all automated actions were successful.
    4. As a final check, navigate to the horse's profile via the Horses menu. Click the Owners tab to see the new owner listed with their correct, automatically calculated ownership percentage.

Troubleshooting

  • A new owner made a purchase but didn't appear in the miStable Dashboard?
    • First, check that the order status in WooCommerce is 'Completed'. The workflow will not trigger on pending or failed orders.
    • Next, review the Submissions log for your workflow in the miStable Dashboard to see if any errors were reported.
    • Finally, double-check that the correct workflow is still linked to the horse product in your miSite settings (Part 2).

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