# Origamy playbook spec v1. Reference: /playbooks/spec-format/ spec_version: 1 id: communities.new-member-welcome title: New member welcome sector: communities source: kind: synthesized notes: >- No association, club or alumni network has built this with us yet. Written from the church first-timer journey (a join form starts a welcome, a call task with escalation, later touches and a weekly report) and the base feedback pattern (a short rating form where a low score gives a person a task). The tone is friendly and the steps are timed the way volunteer-run groups usually do it: a welcome, a personal hello within three days, a week-one "meet the community" note and a check-in after a month. derived_from: church.first-timer-to-member vocabulary: person: member people: members group: executive summary: >- Gives every new member a proper welcome. A join form collects their details and chapter, and the member gets a welcome email and SMS with your code of conduct and group chat link. Your membership secretary gets a task to say hello within three days. A week later the member gets a "meet the community" note, and after a month a short check-in form. The executive gets a weekly count of new members for each chapter. when_to_use: - You run an association, professional body, alumni network, club, faith group or diaspora group, and new members join by a form or at a meeting. - New members sign up and then hear nothing, and some never make it into the group chat or to an event. - Your membership secretary wants a reminder to say hello, and your executive wants to see how many people joined each chapter. requires: data_in: - how: public_form what: "The Join form and the Member Check-in form this playbook creates. Put the Join link on your website, in your bio, on a QR code at meetings and in the group chat. A volunteer can also fill it in with someone at an event." channels: - channel: email for: The welcome, the week-one note and the check-in needs: A verified sending domain for {{ params.email_from }}. - channel: sms for: The same three messages, so members without email still get them needs: An SMS provider, or Origamy managed SMS after business verification (KYC). events: - onboarding.submitted traits: - chapter - membership_stage - member_checkin_rating - welcome_call - welcome_note parameters: - key: org_name ask: true question: What should messages call your association or group? label: Group name type: string example: Northwind Alumni Network - key: chapters ask: true question: What chapters or branches can members join? (one per line) help: The Join form shows these as choices, and the weekly report counts new members for each one. Use one entry, such as "Main", if you have no chapters. label: Chapters type: list default: [Main chapter] - key: secretary_team ask: true question: Which team says hello to new members? (usually the membership secretary, one person is fine) label: Membership secretary type: team_name default: Membership secretary - key: group_url ask: true question: What is the invite link to your WhatsApp or Telegram group? help: New members get it in the welcome. Use a link you can change later if it gets passed around. label: Group chat link type: url example: "https://chat.example.com/join" - key: conduct_url ask: true question: Where is your code of conduct? (a link to the page or document) label: Code of conduct link type: url example: "https://www.example.com/code-of-conduct" - key: events_url label: Link to your next events (leave empty to skip it) type: url default: "" - key: interests label: Interests members can tick on the Join form type: list default: [Events and meetups, Volunteering, Mentoring, Networking] - key: executive_team label: Who gets the weekly report and hears about a hello that wasn't made type: team_name default: Executive committee - key: call_due_hours label: Hours the secretary has to say hello type: hours default: 72 - key: escalate_after_hours label: Hours after which an unmade hello goes to the executive type: hours default: 96 - key: meet_delay label: Week-one note after joining type: duration default: 7d - key: checkin_delay label: Check-in after joining type: duration default: 30d - key: low_score label: A check-in score at or below this (out of 5) gives the secretary a task type: number default: 2 - key: report_cron label: Weekly report type: cron default: "0 8 * * 1" - key: timezone label: Time zone for the report type: timezone default: "{{ workspace.timezone }}" - key: default_country label: Default phone country on the forms type: country_code default: "{{ workspace.country }}" - key: email_from label: Sender address type: email default: "{{ workspace.default_sender }}" - key: greeting_fallback label: Greeting when a first name is missing type: string default: friend timings: - The welcome email and SMS go out as soon as someone submits the Join form. - A task for {{ params.secretary_team }} is created straight away, due in {{ params.call_due_hours }} hours, with reminders before it is due. If nobody has responded after {{ params.escalate_after_hours }} hours it escalates to {{ params.executive_team }}. - "The week-one note goes {{ params.meet_delay }} after joining. The check-in invitation goes {{ params.checkin_delay }} after joining, and only to members who haven't already filled it in." - A check-in score of {{ params.low_score }} or lower gives {{ params.secretary_team }} a task, due in 48 hours. - "The weekly report to {{ params.executive_team }} runs on cron {{ params.report_cron }} in {{ params.timezone }}." customer_must: - Add your membership secretary to the {{ params.secretary_team }} team and your executive to {{ params.executive_team }} (Settings → Collaborators → Teams). Tasks and reports sent to an empty team reach nobody. - Review and publish the Join and Member Check-in forms. Publishing makes the links live; nothing sends. Check that the chapter list and interests are what you want members to choose from. - Verify the sending domain for the emails, and connect an SMS provider or finish business verification for managed SMS. - Make sure the group chat link works and that the code of conduct page is public. Both go into the welcome. - Tell members on the form that you will message them by email and SMS and that they can reply STOP, and keep their details only for running the group. - Switch the follow-ups and the weekly report on and test with your own phone and email by joining as a test member, then erase the test person. objects: - ref: team_secretary kind: team about: Says hello to each new member and follows up low check-in scores. body: { name: "{{ params.secretary_team }}" } - ref: team_executive kind: team about: Hears about hellos that weren't made, and gets the weekly report. body: { name: "{{ params.executive_team }}" } - ref: form_join kind: form about: The join form. It saves the member's chapter, interests and consent, and starts them at the joined stage. body: name: Join slug: join description: "Join {{ params.org_name }}." draft_state: version: 1 meta: { layout: classic, submit_label: Join, success_message: "Welcome to {{ params.org_name }}! Check your messages for the next steps." } pages: - id: p1 title: "Join {{ params.org_name }}" description: Tell us a little about yourself. It takes a minute. fields: - { id: f_first, key: first_name, type: short_text, label: First name, required: true, maps_to: { mode: custom, key: first_name, trait: true } } - { id: f_last, key: last_name, type: short_text, label: Surname, required: true, maps_to: { mode: custom, key: last_name, trait: true } } - { id: f_phone, key: phone, type: phone, label: Phone number, required: true, maps_to: { mode: mapped, slot: profile.phone }, config: { country_picker: true, default_country: "{{ params.default_country }}", verify: "off" } } - { id: f_email, key: email, type: email, label: Email address, required: false, maps_to: { mode: mapped, slot: profile.email } } - id: f_chapter key: chapter type: single_select label: Which chapter are you joining? required: true maps_to: { mode: custom, key: chapter, trait: true } options: $each: params.chapters $value: { value: "{{ item }}", label: "{{ item }}" } - id: f_interests key: interests type: checkboxes label: What are you interested in? required: false maps_to: { mode: custom, key: interests } options: $each: params.interests $value: { value: "{{ item }}", label: "{{ item }}" } - id: f_heard key: how_heard type: single_select label: How did you hear about us? required: false maps_to: { mode: custom, key: how_heard } options: - { value: friend, label: A friend or member } - { value: social, label: Social media } - { value: event, label: An event or meeting } - { value: other, label: Somewhere else } - { id: f_conduct, key: agrees_to_conduct, type: boolean, label: I agree to follow the code of conduct, required: true, maps_to: { mode: custom, key: agrees_to_conduct } } - { id: f_stage, key: stage, type: hidden, label: "", required: false, default: joined, maps_to: { mode: custom, key: membership_stage, trait: true } } verification_settings: { required: false } - ref: form_checkin kind: form about: A short check-in form for members a month in. A hidden field moves them to the checked-in stage. body: name: Member Check-in slug: member-check-in description: "How is {{ params.org_name }} going for you?" draft_state: version: 1 meta: { layout: classic, submit_label: Send, success_message: Thank you. We read every answer. } pages: - id: p1 title: How is it going? description: Three quick questions. Your answers help us make the group better. fields: - { id: f_phone, key: phone, type: phone, label: Your phone number, required: true, maps_to: { mode: mapped, slot: profile.phone }, config: { country_picker: true, default_country: "{{ params.default_country }}", verify: "off" } } - { id: f_rating, key: rating, type: rating, label: "How is your experience of {{ params.org_name }} so far?", required: true, maps_to: { mode: custom, key: member_checkin_rating, trait: true }, validation: { min: 1, max: 5 } } - { id: f_more, key: wants_more, type: long_text, label: What would you like more of?, required: false, maps_to: { mode: custom, key: wants_more } } - { id: f_help, key: would_help, type: boolean, label: Would you like to help organise something?, required: false, maps_to: { mode: custom, key: would_help } } - { id: f_stage, key: stage, type: hidden, label: "", required: false, default: checked_in, maps_to: { mode: custom, key: membership_stage, trait: true } } verification_settings: { required: false } - ref: seg_joined kind: segment about: Members who joined and haven't filled in the check-in. body: name: New members, not yet checked in description: Stage is joined (set by the Join form). segment_type: dynamic status: active definition: operator: and conditions: - { type: trait, trait_key: membership_stage, cond_operator: eq, value: joined } - ref: seg_checked_in kind: segment about: Members who filled in the check-in. body: name: Members who have checked in description: Stage is checked_in (set by the Member Check-in form). segment_type: dynamic status: active definition: operator: and conditions: - { type: trait, trait_key: membership_stage, cond_operator: eq, value: checked_in } - ref: tmpl_welcome_email kind: template about: Welcome email with the code of conduct and the group chat link. body: name: Welcome to the group (email) channel: email category: Welcome style: html status: active subject: "Welcome to {{ params.org_name }}, {{ traits.first_name | default: \"{{ params.greeting_fallback }}\" }}" metadata: { email: { from: "{{ params.email_from }}", preview_text: "Here is how to get started." } } variables: {} body: >-

Hello {{ traits.first_name | default: "{{ params.greeting_fallback }}" }},

Welcome to {{ params.org_name }}. We are glad you joined, and we look forward to meeting you.

Here is how to get started:

Someone from the membership team will say hello soon. If you have a question, just reply to this email.

Warm regards,
{{ params.org_name }}

Unsubscribe

- ref: tmpl_welcome_sms kind: template about: Welcome SMS with the group chat link. body: name: Welcome to the group (SMS) channel: sms category: Welcome style: text status: active subject: "" metadata: {} variables: {} body: "Welcome to {{ params.org_name }}, {{ traits.first_name | default: \"{{ params.greeting_fallback }}\" }}! Join our group chat here: {{ params.group_url }} Someone from the membership team will say hello soon. Reply STOP to opt out." - ref: tmpl_meet_email kind: template about: Week-one email that introduces the community and the next events. body: name: Meet the community (email) channel: email category: Welcome style: html status: active subject: "Meet the {{ params.org_name }} community" metadata: { email: { from: "{{ params.email_from }}", preview_text: "A week in. Here is how to get involved." } } variables: {} body: >-

Hello {{ traits.first_name | default: "{{ params.greeting_fallback }}" }},

You joined {{ params.org_name }} a week ago, and we would love to see you in person. The easiest way to get to know people is to come to one of our events.

{% if "{{ params.events_url }}" != "" %}

See what is coming up

{% endif %}

You can also say hello in the group chat, or reply to this email and tell us what you would like to be part of.

Warm regards,
{{ params.org_name }}

Unsubscribe

- ref: tmpl_meet_sms kind: template about: Week-one SMS that points to the events and the group chat. body: name: Meet the community (SMS) channel: sms category: Welcome style: text status: active subject: "" metadata: {} variables: {} body: "{{ params.org_name }}: hello {{ traits.first_name | default: \"{{ params.greeting_fallback }}\" }}, a week in! The easiest way to meet people is to come to an event.{% if \"{{ params.events_url }}\" != \"\" %} See what is coming up: {{ params.events_url }}{% endif %} Or say hello in the group chat: {{ params.group_url }} Reply STOP to opt out." - ref: tmpl_checkin_email kind: template about: Email that invites the member to the check-in form a month in. body: name: Check-in (email) channel: email category: Check-in style: html status: active subject: "How is {{ params.org_name }} going for you?" metadata: { email: { from: "{{ params.email_from }}", preview_text: "Three quick questions." } } variables: {} body: >-

Hello {{ traits.first_name | default: "{{ params.greeting_fallback }}" }},

It has been a month since you joined {{ params.org_name }}. We would like to know how it is going, and what we could do better.

Answer three quick questions

Thank you,
{{ params.org_name }}

Unsubscribe

- ref: tmpl_checkin_sms kind: template about: SMS that invites the member to the check-in form a month in. body: name: Check-in (SMS) channel: sms category: Check-in style: text status: active subject: "" metadata: {} variables: {} body: "{{ params.org_name }}: hello {{ traits.first_name | default: \"{{ params.greeting_fallback }}\" }}, a month in! How is it going? Please answer three quick questions: {{ ref.form_checkin.url }} Reply STOP to opt out." - ref: q_joined_by_chapter kind: saved_question about: New members for each chapter (counts only), for the weekly report. body: name: "Report: new members by chapter" data_plane_id: default viz_type: bar viz_settings: {} visibility: workspace query_ast: table: events filters: operator: and conditions: - { field: event_name, op: eq, value: onboarding.submitted } - { field: properties.form_id, op: eq, value: "{{ ref.form_join.id }}" } aggregations: [{ fn: distinct, field: canonical_user_id, alias: members }] breakouts: [{ field: properties.chapter }] - ref: q_joined_total kind: saved_question about: How many people joined (counts only), for the weekly report. body: name: "Report: new members" data_plane_id: default viz_type: number viz_settings: {} visibility: workspace query_ast: table: events filters: operator: and conditions: - { field: event_name, op: eq, value: onboarding.submitted } - { field: properties.form_id, op: eq, value: "{{ ref.form_join.id }}" } aggregations: [{ fn: distinct, field: canonical_user_id, alias: members }] - ref: report_weekly kind: report about: Each week, new members for each chapter, to the executive. body: name: "Weekly: new members" description: How many people joined this week, for each chapter, and how the welcome tasks went. schedule_cron: "{{ params.report_cron }}" timezone: "{{ params.timezone }}" enabled: false spec: period: last_7_days compare: previous_period week_start: monday sections: - { id: total, kind: saved_question, title: New members this week, viz: number, params: { question_id: "{{ ref.q_joined_total.id }}" } } - { id: by_chapter, kind: saved_question, title: New members by chapter, viz: bar, params: { question_id: "{{ ref.q_joined_by_chapter.id }}" } } - id: stages kind: segment_sizes title: Where members are now params: { segment_ids: ["{{ ref.seg_joined.id }}", "{{ ref.seg_checked_in.id }}"] } - { id: tasks, kind: tasks_summary, title: Welcome calls and messages, params: {} } recipients: [{ type: team, id: "{{ ref.team_executive.id }}" }] channel_policy: { mode: email_only } - ref: wf_welcome kind: workflow about: A welcome email and SMS the moment someone joins. body: name: "Member 1: welcome" description: When the Join form is submitted, a welcome email and SMS with the group chat link and code of conduct. enabled: false trigger_type: event trigger_config: { event_name: onboarding.submitted, form_id: "{{ ref.form_join.id }}" } steps: - { id: s1, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: email, template_id: "{{ ref.tmpl_welcome_email.id }}" } } } } - { id: s2, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: sms, template_id: "{{ ref.tmpl_welcome_sms.id }}" } } } } re_entry_policy: once re_entry_cooldown_hours: 24 goal: {} exit_conditions: [] - ref: wf_hello kind: workflow about: A task for the membership secretary to say hello, escalated to the executive if nobody does. The outcome is saved. body: name: "Member 2: say hello" description: A hello task for the membership secretary, with reminders and escalation. The outcome and note are saved on the member. enabled: false trigger_type: event trigger_config: { event_name: onboarding.submitted, form_id: "{{ ref.form_join.id }}" } steps: - id: s1 type: human_task config: human_task: title: "Say hello: {{ traits.first_name }} {{ traits.last_name }}, {{ traits.chapter | default: \"no chapter\" }}" instructions: |- {{ traits.first_name }} {{ traits.last_name }} ({{ traits.phone }}) has just joined the group. Chapter: {{ properties.chapter | default: "not given" }}. Interests: {{ properties.interests | default: "not given" }}. Heard about us: {{ properties.how_heard | default: "not given" }}. Send a warm personal message or call to say welcome. Make sure they are in the group chat, and ask if there is anything they would like to be part of. Choose an outcome and add a short note. assignee_refs: [{ type: team, id: "{{ ref.team_secretary.id }}" }] strategy: round_robin completion_policy: first_response_wins outcome_options: - { id: welcomed, label: Said hello, intent: positive } - { id: in_chat, label: Said hello and added to the group chat, intent: positive } - { id: not_reached, label: Could not reach, intent: negative } due_hours: "{{ params.call_due_hours }}" wait: true wait_timeout_hours: 240 notify: immediate escalation_ladder: - { after_hours: "{{ params.escalate_after_hours }}", to: [{ type: team, id: "{{ ref.team_executive.id }}" }] } - { id: s2, type: action, config: { action_type: set_trait, traits: { welcome_call: "{{ properties.task_outcome | default: \"unknown\" }}", welcome_note: "{{ properties.task_note }}" } } } re_entry_policy: once re_entry_cooldown_hours: 24 goal: {} exit_conditions: [] - ref: wf_meet kind: workflow about: A week-one email and SMS that introduce the community and the next events. body: name: "Member 3: meet the community" description: A week after joining, an email and SMS about the next events and the group chat. enabled: false trigger_type: event trigger_config: { event_name: onboarding.submitted, form_id: "{{ ref.form_join.id }}" } steps: - { id: s1, type: delay, config: { duration: "{{ params.meet_delay }}" } } - { id: s2, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: email, template_id: "{{ ref.tmpl_meet_email.id }}" } } } } - { id: s3, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: sms, template_id: "{{ ref.tmpl_meet_sms.id }}" } } } } re_entry_policy: once re_entry_cooldown_hours: 24 goal: {} exit_conditions: [] - ref: wf_checkin kind: workflow about: A check-in invitation after a month, only for members who haven't already filled it in. body: name: "Member 4: month check-in" description: A month after joining, an email and SMS with the check-in form, unless the member has already filled it in. enabled: false trigger_type: event trigger_config: { event_name: onboarding.submitted, form_id: "{{ ref.form_join.id }}" } steps: - { id: s1, type: delay, config: { duration: "{{ params.checkin_delay }}" } } - { id: s2, type: filter, config: { condition: { type: trait, trait_key: membership_stage, cond_operator: eq, value: joined } } } - { id: s3, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: email, template_id: "{{ ref.tmpl_checkin_email.id }}" } } } } - { id: s4, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: sms, template_id: "{{ ref.tmpl_checkin_sms.id }}" } } } } re_entry_policy: once re_entry_cooldown_hours: 24 goal: {} exit_conditions: [] - ref: wf_low_score kind: workflow about: A low check-in score gives the membership secretary a task to reach out. body: name: "Member 5: low check-in score" description: When a check-in score is at or below the line, a task for the membership secretary to reach out. The outcome is saved. enabled: false trigger_type: event trigger_config: event_name: onboarding.submitted form_id: "{{ ref.form_checkin.id }}" property_filters: [{ property: rating, cond_operator: lte, value: "{{ params.low_score }}" }] properties: { $origamy_property_filters: true } steps: - id: s1 type: human_task config: human_task: title: "Reach out: {{ traits.first_name }} {{ traits.last_name }}" instructions: |- {{ traits.first_name }} {{ traits.last_name }} ({{ traits.phone }}) rated the group {{ properties.rating }} out of 5 at their one-month check-in. What they would like more of: {{ properties.wants_more | default: "not said" }}. Reach out kindly, listen, and see whether something can be put right. Choose an outcome and add a short note. assignee_refs: [{ type: team, id: "{{ ref.team_secretary.id }}" }] strategy: round_robin completion_policy: first_response_wins outcome_options: - { id: resolved, label: Talked and sorted, intent: positive } - { id: follow_up, label: Needs more follow-up, intent: neutral } - { id: not_reached, label: Could not reach, intent: negative } due_hours: 48 wait: true wait_timeout_hours: 168 notify: immediate - { id: s2, type: action, config: { action_type: set_trait, traits: { checkin_follow_up: "{{ properties.task_outcome | default: \"unknown\" }}" } } } re_entry_policy: every_time re_entry_cooldown_hours: 0 goal: {} exit_conditions: [] eval: name: 111_communities_new_member_welcome mode: task vertical: "" prompt: >- We run an alumni association with several chapters. Make a join form with name, phone, email, chapter, interests and how they heard about us. When someone joins, send a welcome email with our code of conduct and WhatsApp group link, and give our membership secretary a task to say hello within three days. A week later email them about our next events, and after a month send them a short check-in form. Send our executive a weekly report of new members for each chapter. expect_artifacts: [form, segment, workflow, message_template, team, report] forbid_terms: [discount, cart, checkout, purchase, revenue, customers]