Workflows

Workflows let you automate repetitive tasks in your CRM. Set up rules that trigger automatically when something happens — like a form submission or a signed contract — and define a sequence of actions to run in response.

Key Features

• Triggers: Start a workflow based on real business events (form submitted, quote accepted, invoice paid, appointment booked, and more)
• Multi-step Actions: Chain multiple actions together — send an email, create a task, update a status, add a tag — all in one workflow
• Templates: Start from one of 5 pre-built workflow templates covering common business scenarios
• Toggle On/Off: Activate or deactivate any workflow without deleting it
• Run Manually: Trigger any workflow on demand using the Run Now button
• Live Stats: See how many times each workflow has run and when it last executed

How to Use

Create a Workflow

1. Click New Workflow to open the editor
2. Enter a name and optional description
3. Choose a Trigger — the event that starts the workflow:
   • Form Submitted, Lead Created, Quote Accepted, Contract Signed
   • Invoice Paid, Appointment Booked, Tag Added, Status Changed
   • Event Date Approaching, Scheduled, or Manual
4. Add one or more Actions (executed in order):
   • Send Email — send an email to the contact
   • Send SMS — send a text message
   • Create Task — add a follow-up task with a due date
   • Change Status — update the status of a project, quote, or contract
   • Add Tag — label the contact automatically
   • Log Activity — record a note or event in the CRM
   • Send Quote — dispatch a quote document
   • Assign Resource — allocate a resource to a project
   • Wait — insert a delay between actions
   • AI Follow-up — generate an AI-assisted follow-up message
   • Webhook — notify an external system
5. Click Save Workflow

Use a Template

1. Click From Template
2. Browse the available templates:
   • New Lead Follow-up
   • Quote Accepted → Contract
   • Contract Signed → Onboarding
   • Invoice Paid → Thank You
   • Appointment Booked → Confirmation
3. Click Use Template to pre-fill the editor, then customize and save

Manage Workflows

• Edit — modify any workflow at any time
• Toggle — switch a workflow active or inactive without deleting it
• Run Now — execute a workflow immediately for testing or one-off use
• Delete — remove workflows individually or select multiple and delete in bulk

Tips

• Use variables in email subjects and task titles to personalize content automatically — for example, {{contact.name}} inserts the contact's full name
• Keep workflows focused: one trigger, a clear sequence of actions
• Use the Inactive status to pause a workflow during busy periods without losing your setup
• Check the Runs and Last Run columns to confirm workflows are firing as expected