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Workflows guide

For agency marketers and authors who automate with your CRM's workflows. ARENA is in beta (2026-11-05). This guide describes only what the beta build does.

Before you start: read Getting started with ARENA.

1. Two ways to automate

• Your CRM's own steps, on ARENA's tags and fields (start here). To send a quiz, add the tag arena:assessment-assigned; ARENA writes the contact's link to arena_assessment_link, and your own Send Email or Send SMS step inserts {{contact.arena_assessment_link}}. To act on a result, start a workflow with a Contact Tag trigger on arena:played or a tier tag such as arena:tier:mastered, and read the score from ARENA's fields. These are standard CRM steps and are not premium steps.
• Or, with ARENA's workflow steps, as an option. The actions Send a quiz and Wait for quiz completion, and the trigger Quiz completed. They are premium steps: the sub-account needs Premium Triggers and Actions turned on, and your CRM charges a small fee each time a marketplace app step runs. ARENA cannot tell whether premium is on. Studio's Get started checklist carries the same note.
• ARENA's other triggers: coming soon. Only Quiz completed is live in the beta.

ARENA never sends email or SMS. Your workflow sends every message, from your own domain and number, with your own do-not-disturb and unsubscribe handling.

2. What ARENA puts on the contact

ARENA creates these in your sub-account when it installs. In Studio, Settings > Provisioning shows whether it finished.

Nine contact fields. Merge each one as {{contact.<field>}}.

Six tags.

When a contact gets a new tier tag, ARENA removes the other two. ARENA writes only for players it can identify: by name and email, or by personal link. Anonymous players stay anonymous.

ARENA owns its fields. If you edit one by hand, the next result overwrites it.

3. Recipe: send an assessment link

This is the free route: it needs no premium step.

1. In Studio, assign the quiz: open the published quiz, then Assign this quiz. Assign one contact, or a Contact tag. See the author guide.
2. In your CRM, go to Automation > Workflows and create a workflow from scratch.
3. Trigger: Contact Tag, with Tag Added set to arena:assessment-assigned.
4. Action: Send Email or Send SMS. Put {{contact.arena_assessment_link}} in the body as the link.
5. Save and publish.

Or, with ARENA's workflow steps: use the action Send a quiz (section 4) in place of steps 1 to 3 when something other than an assignment should send the quiz. Your CRM charges a small fee each time a marketplace app step runs; the tag route above has no fee.

Assigning the same quiz again writes a fresh link and adds the tag again, so the contact gets a new message. If a contact opens an expired link, they can ask for a new one, and your workflow sends it.

4. Action: Send a quiz

Free route first. To send a quiz from any workflow without a premium step, let a tag start it:

1. In Studio, Assign this quiz and, under Assign by contact tag, enter a tag of your own, for example send-onboarding-quiz (author guide).
2. In your workflow, whatever starts it (a form, a booking, an appointment or a pipeline stage), add the action Add Contact Tag with that tag.
3. ARENA writes arena_assessment_link and adds arena:assessment-assigned.
4. A second workflow, trigger Contact Tag with Tag Added set to arena:assessment-assigned, sends Send Email or Send SMS with {{contact.arena_assessment_link}} (section 3).

Or, with ARENA's workflow steps. Send a quiz makes a contact's personal link inside any workflow, whatever starts it: a form, a tag, an appointment or a pipeline stage. Your CRM charges a small fee each time a marketplace app step runs; the tag route above has no fee.

Inputs:

• Quiz: one of your published self-paced quizzes.
• Link expiry (hours): optional, 1 to 168. Empty means 7 days.

Outputs for your email or SMS step:

ARENA also writes the link to arena_assessment_link.

Steps:

1. Open your workflow where the contact should get the quiz.
2. Add the action Send a quiz. Choose the Quiz.
3. Optional: add an If/Else that checks Error is empty.
4. Add Send Email or Send SMS, with Join URL as the link.
5. Save and publish.

5. Action: Wait for quiz completion

Free route first. Your own workflow reacts to the result ARENA writes, with no waiting step:

1. In Automation > Workflows, create a workflow from scratch.
2. Trigger: Contact Tag, with Tag Added set to arena:played (any finished quiz) or to a tier tag: arena:tier:mastered, arena:tier:developing or arena:tier:needs-support. A tag the contact already has is not added again, so use the tier tags to react when a contact's tier changes.
3. Optional: add an If/Else on arena_last_quiz_title to keep one quiz only, or on arena_last_passed or arena_last_score_pct to branch on the result.
4. Put what each contact should get on each path, such as Send Email, Send SMS or Issue Certificate.
5. Save and publish.

Or, with ARENA's workflow steps. Wait for quiz completion holds the contact in the workflow until they finish the quiz, then lets you branch on the result. Your CRM charges a small fee each time a marketplace app step runs; the tag route above has no fee.

Quiz completed is ARENA's trigger for the same moment: it starts a workflow when a contact finishes a quiz, with the score, the Passed flag and the Mastery tier as outputs. It is a premium step too, with the same fee note.

Inputs:

• Quiz: the quiz to wait for.
• Timeout (hours): optional, 1 to 720. Empty means 7 days.
• Pass threshold (%): optional, 0 to 100. Empty means the quiz's own pass mark.

Outcomes: Passed, Failed or Did Not Complete (the timeout ran out first).

Outputs: Outcome, Attempt id, Score, Score percentage, Passed, Completed at and Error.

To hold the contact after Send a quiz:

1. Add Send a quiz, then your Send Email step.
2. Add Wait for quiz completion with the same Quiz.
3. Add an If/Else on Outcome, with a path for each outcome.
4. Put what each contact should get on each path.

6. ARENA's own triggers

Quiz completed is live and is an option next to the free tag route (section 5). The other triggers (Threshold passed or failed, Participant finished with rank, Top performer, Quiz abandoned, Session ended and Certificate earned) are coming soon and do not start workflows in the beta.

7. Recipe: certificates with your CRM's Issue Certificate

ARENA does not issue certificates in the beta. Use your CRM's own Issue Certificate action, started from the tier tag ARENA adds. No premium step is needed.

1. Make a certificate template in your CRM's Memberships. Put ARENA's fields on it as merge fields, for example {{contact.arena_last_quiz_title}} and {{contact.arena_last_score_pct}}.
2. In Automation > Workflows, create a workflow from scratch.
3. Trigger: Contact Tag, with Tag Added set to arena:tier:mastered.
4. Action: your CRM's Issue Certificate, on your template.
5. Deliver the certificate with your CRM's own options, or add a Send Email step.
6. Save and publish.

The tier tag is for every quiz, not one. To give a certificate for one quiz only, add an If/Else on arena_last_quiz_title before the Issue Certificate step.

8. Recipe: hand off from your CRM's own Quiz Submitted

Your CRM's own Quiz Builder collects answers but does not grade them. This recipe sends a contact who submits one into an ARENA quiz.

Free route first. Your workflow adds a tag, and ARENA sends the link back through the tag route. It is automatic, with no premium step:

1. In Studio, open the published quiz, then Assign this quiz. Under Assign by contact tag, enter a tag of your own, for example send-onboarding-quiz, and choose Assign to this tag.
2. In Automation > Workflows, create a workflow from scratch. Trigger: Quiz Submitted, filtered to your CRM quiz. Action: Add Contact Tag send-onboarding-quiz. That is the trigger; a form or a booking works the same way.
3. When the tag is added, ARENA writes the contact's link to arena_assessment_link, then adds arena:assessment-assigned. This runs as a queued job, so the link follows the tag within moments, not in the same instant.
4. In a second workflow, trigger: Contact Tag, with Tag Added set to arena:assessment-assigned. Action: Send Email or Send SMS with {{contact.arena_assessment_link}} as the link (section 3).

Or, with ARENA's workflow steps, in one workflow with no second one. Your CRM charges a small fee each time a marketplace app step runs; the tag route above has no fee.

1. In Automation > Workflows, create a workflow from scratch.
2. Trigger: Quiz Submitted, filtered to your CRM quiz.
3. Action: Send a quiz. Choose the ARENA Quiz.
4. Action: Send Email or Send SMS, with Join URL as the link.
5. Optional: add an If/Else on Error before the message.
6. Save and publish.

Of ARENA's own workflow triggers, only Quiz completed is live. Use the tag route in section 5 instead, or Wait for quiz completion.

9. Troubleshooting

• The action returned an error instead of failing. Send a quiz and Wait for quiz completion put the reason in the Error output. Add an If/Else on Error so an empty link is never sent. Reasons include contact-required (the workflow has no contact), invalid-input (no quiz chosen, or an expiry out of range) and quiz-unavailable (the quiz is not published).
• A premium step does nothing, or your CRM billed a step. The tag route in sections 3 and 5 has no fee. For the premium steps, the sub-account needs Premium Triggers and Actions turned on. ARENA cannot see whether it is.
• The tag did not start my workflow. Check the workflow is published and the tag is spelled exactly, including arena:. Then open CRM sync in Studio: the result may still be waiting.
• A score is not on the contact. Open CRM sync in Studio. A job under Need attention needs Retry.