Sip & See Tours (Kit) make · scn 4826968
The automation that catches a Sip & See tour signup from Kit, works out whether it's a client or a lead, and logs the tour without anyone touching Airtable.
▸ The full walkthrough — every branch, plus the date-registered gotcha, explained on screen
What this does
Someone fills out the Sip & See sign-up form on Kit — name, email, phone, the date they want to tour, the event type, and whether they're already a client. By the time that submission lands, this automation has already worked out who they are, matched them to a paid client or a lead, and logged the tour.
The one thing to remember: Date Registered isn't always the day they asked. Long-time Kit subscribers can carry an old signup date into a brand-new tour request — search their name if they're not sitting at the top of your dashboard.
Where it sits
Step 1 · MakeDubsado InquiriesFiles the lead
lead
Step 2 · MakeFirst MessageTexts the lead
text
Step 3 · MakeSales CallsBooks & logs the call
call
Step 4 · HereSip & See ToursSchedules the tour
tour
Step 5 · MakeBooking NotificationsConfirms the booking
booked
Downstream · MakeOpt-OutsMarks Lost
How it works
Every signup runs the same match-then-create logic — it just takes a different path depending on who's asking.
- A submission on the Sip & See sign-up form (Kit) triggers the automation.
- It pulls every subscriber on your Kit account, then filters hard for the one subscriber ID that matches who just submitted — that's how it gets the rest of that person's details.
- It reads the form's Current Client? answer and branches:
- Yes, current client → search PAID Clients (Master Schedule) by email:
- Found → create the Sip & See Tour record linked to that client, then notify your team's Slack channel.
- Not found → search Leads by email instead:
- Lead found → create the tour linked to that lead, then notify your team.
- No lead either → create a new Lead first, then create the tour linked to it, then notify your team.
- No, not a current client → search Leads by email directly:
- Lead found → create the tour linked to that lead, then notify your team.
- No lead found → create a new Lead, then create the tour linked to it, then notify your team.
- Yes, current client → search PAID Clients (Master Schedule) by email:
- Whichever path ran, it ends the same way: a new record in Sip and See Tour, stage set to Scheduled, and a Slack ping so the request doesn't sit unread.
The moving parts
What this automation touches, at a glance. 21 steps, five branches, one outcome.
Starts from
A Kit (ConvertKit) form subscription — the Sip & See sign-up form
Creates records in
Sip and See Tour — and Leads, when neither match is found
Reads from
PAID Clients (Master Schedule), then Leads — matched by email
Posts updates to
Your team's Slack channel
Tour ID
Built by joining first name + last name + the tour date, formatted MMDDYYYY — so records read as names like Theo Arnold or Aaliyah Williams with their date stitched on.
Good to know
• Event type comes straight off the form's own answer — you'll see values like wedding or quick CH wedding, whatever the client typed.
• Tour date only gets set if the form actually returned a usable date; if it can't be parsed into a real date, the field is left blank rather than guessed at.
• Date Registered is pulled from when Kit first logged the person as a subscriber — not from today's submission. Someone who joined your Kit list months ago through an older form can land with an old Date Registered even though their tour request is brand new. There's a fix available (swapping to Make's
• Event type comes straight off the form's own answer — you'll see values like wedding or quick CH wedding, whatever the client typed.
• Tour date only gets set if the form actually returned a usable date; if it can't be parsed into a real date, the field is left blank rather than guessed at.
• Date Registered is pulled from when Kit first logged the person as a subscriber — not from today's submission. Someone who joined your Kit list months ago through an older form can land with an old Date Registered even though their tour request is brand new. There's a fix available (swapping to Make's
now() function on the date-format step) but it hasn't been built — it trades one problem for another, since a rerun days later would then log the rerun time instead of the real signup.
What you can safely change
Green = go ahead. Amber = fine, but test a dummy submission after. Red = leave it, call us.
| Green | Slack message wording — reword the "new tour request" ping freely. |
| Green | Which Slack channel the five notify steps post to. |
| Amber | The email-matching search steps (PAID Clients, then Leads) — editable, but a mismatch sends a real client down the "create new Lead" path. Test after. |
| Amber | Swapping Date Registered to Make's now() function — fixes the old-subscriber issue, but changes what a rerun logs. Test after. |
| Red | The Kit form trigger and its field mapping — re-map or unlink it and signups stop being caught. |
| Red | The Current Client? / Client Found? / Lead Found? routers — these decide every outcome. Get one wrong and clients get filed as leads, or vice versa. |
| Red | The Create Sip & See Tour table binding — repoint it and tours stop landing where your dashboard expects them. |
What connects to this
Each breakdown is one piece of a chain. Here's what feeds this one and what it feeds — though not all of these are a technical handoff.
◀ Comes in from
- Sales Calls (Calendly)
Not a direct handoff — this automation triggers off its own Kit form. It's "upstream" in the client journey: a tour request usually follows a booked sales call.
Goes out to ▶
- New Booking Notifications
Also not a direct handoff — Booking Notifications wakes up on its own confirmed-appointment email, once a tour turns into a booked event.
The tables this reads and writes — PAID Clients (Master Schedule) and Leads — are shared across this whole system. Sales Calls (03) and First Message (02) write to that same Leads table.
If something looks wrong
| Someone submitted the form, but no tour record appeared. Check Kit actually registered the subscription before the automation ran, and that the subscriber-ID filter found a match. |
| Tour created, but linked to the wrong client — or not linked at all. Check the email on the form matches exactly what's on the PAID Clients or Leads record. A typo fails every search step and falls through to a new Lead. |
| A signup isn't showing at the top of your dashboard, sorted by Date Registered. Usually not a bug — search their name. Their Date Registered may be inherited from an older Kit subscription. You'll always have the Slack ping to confirm. |
| Your team wasn't notified. There are five separate Notify Team steps, one per branch — check the one that matches which path this signup actually took. |
You can't permanently break this. A full restore copy of the automation is saved alongside this page. If anything gets misconfigured, we rebuild it exactly as it is today from that file.
Call us if: the Kit trigger stops firing, the Current Client? routing starts misfiring, or matches keep landing on the wrong record. Those are past the safe-to-touch line.
Call us if: the Kit trigger stops firing, the Current Client? routing starts misfiring, or matches keep landing on the wrong record. Those are past the safe-to-touch line.
Jargon buster
- Kit (ConvertKit)
- The email/forms platform where the Sip & See sign-up form lives.
- Subscriber ID
- Kit's internal ID for whoever filled in the form — how the automation matches a signup back to that person's full details.
- Router
- A fork in the road — decides which path a signup takes.
- Filter
- A rule on a path — only lets a submission through if it meets a condition.
- Concatenated field
- A field built by joining other fields together — like the Tour ID, which stitches a name to a date.
- Date Registered
- When the automation first logged someone as a Kit subscriber — not necessarily today, if they've been on your list a while.