How do I create a nurture email workflow?

Sound familiar?

You want to stay in your patients' minds between appointments without chasing anyone. You have heard "send a regular email" a hundred times but never had the time to run one. Or you have opened Email Workflows and are not sure which of the options builds the steady, helpful, non-salesy stream you have in mind. This is the guide for that: set it up once, top it up when you have something to share, and the system does the sending 💌.

What's happening

A nurture workflow is a sequence of helpful emails that goes out automatically on a schedule you set. New contacts join the stream at its current point, so your content stays timely and nobody receives last year's news. The system watches your sending limits, skips anyone who has unsubscribed, and brands every email with your logo, colours and details from your business settings.

Why it works this way

Trust is built by showing up consistently with something useful, not by bursts of promotion. That is why the workflow machinery separates the schedule (set once) from the content (add emails whenever you like), and why your daily and weekly limits act as a safety net across ALL your workflows — however many streams you run, no contact gets bombarded 🙂.

What to do now

1. Click Email Workflows on the left-hand menu. In the bar at the top, set your Daily limit and Weekly limit — the maximum emails any one contact can receive from you across all workflows (minimum 1 each). The same bar also holds a Default Workflow setting: the workflow new contacts fall into when nothing else claims them.
2. Click + New Workflow / Quick Email, and choose Full Workflow when asked what you would like to create.
3. Pick a Purpose from the cards, then on the Setup step give the workflow a name (for example "Nurture Email Sequence"), pick a Tone of Voice (four options — Warm & Personal is the default and suits nurture well; Clinical & Professional, Chatty & Casual and Motivational are the others) and a Primary Goal (Build Trust is the default; Drive Clicks, Drive Replies, Increase Open Rates and Build Brand Awareness are the others).
4. Under "When someone joins, where do they start?", choose the workflow type — the default is From the beginning, so change it deliberately:
   • From the latest email — new contacts join at the current point in the sequence. ✅ This is the one for nurture: content stays current for everyone.
   • From the beginning — everyone starts at email 1 and works through in order. Right for a welcome or rehabilitation series, wrong for nurture.
   • Never-ending (recipe updates) — a set-and-forget stream fed by new recipe content. (Note: never-ending workflows do not finish, so they never hand people to another workflow.)
5. Create your emails. For each one, either write your own — if you personalise with merge fields such as the customer's first name, copy the field exactly as shown and never retype it — or pick a Co-Kinetic educational campaign and leaflet and let the system write the email around it, links and merge fields included. You can edit everything. Send yourself a test email (a preview to your own address) before relying on one. Set each email to active as you finish it, and write a few in one sitting so next month is covered.
6. Set the schedule. Frequency options are Daily, Weekly, Fortnightly or Monthly (Weekly on a Wednesday at 09:30 is the default; once a fortnight is a comfortable nurture rhythm). Pick the day and time your patients are likely to read.
7. Choose your Audience, press Create Workflow & Add Emails, and once your emails are ready, switch the workflow's Active toggle on. That is what starts the sending — and the order matters: contacts joining while the schedule is off simply wait, so activate once your first emails are ready.

Changing your mind later is safe: switch the Active toggle off, edit anything, switch it back on. Make changes at least a day before an email is due. The Results view shows performance per email — opens, clicks, bounces and complaints — so over time you can do more of what your patients respond to.

The question behind the question

"Am I going to annoy people?" This is the worry that stops most clinics emailing at all, and the system is built so you can't easily do it: only subscribed contacts are emailed, unsubscribes are honoured automatically, your limits are re-checked at the moment of sending, and a fortnightly rhythm of genuinely useful content is the opposite of spam. The clinics that lose patients by email are the ones that go silent for six months and then blast promotions — steady and helpful is what nurture means 🌱.

The next question is usually...

• How do I add contacts and create audiences in Co-Kinetic?
• How do I create an email workflow from an educational marketing campaign?
• How do I put my email widget into an email?

Still stuck? This usually means...

• Your emails are not going out. Check the workflow's Active toggle is on, the schedule has a start date in the past, and the contacts are subscribed — all three must be true before anything sends.
• You cannot decide what to write about. Use the Co-Kinetic campaign route: pick a leaflet, let the system draft around it, then make it yours. Blank-page paralysis is what that button is for.
• Someone got an email they should not have. Tell us in the chat with the contact and the workflow name — limits and subscriptions are meant to make this impossible, so we want to see it.