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Workflow Builder

Build the process once. Let it run every time.

A visual workflow builder for the steps your team repeats: pick a trigger, add conditions and actions, test it with sample data, and publish when it’s right. Every run is logged.

New booking follow-upDraft · v3
TriggerBooking createdAny service · online or staff
ConditionFirst-time customer?Customer has 0 past visits
YesSend welcome textTemplate: New client welcome
NoWait 1 dayThen send reminder
ActionAdd note to customer record“Follow-up sent” · owner initials

Why it matters

The same five steps, done by hand, every day.

Send the welcome text. Tag the customer. Tell the manager. Create the follow-up task. When people do this from memory, steps get skipped on the busiest days.

A workflow writes the process down once and runs it the same way each time, with a record of what happened.

BeforeStaff copy details between screens, send texts manually and remember to create follow-ups.
AfterThe trigger starts the workflow; each step runs in order and shows its status in the run log.
You stay in controlDraft, test and publish separately. Pause or roll back to an earlier version at any time.

Interface and key controls

Test before it touches a real customer.

Run the workflow against sample records and watch each step resolve. Choose a test record:

Test run logRun #T-1042
10:30:01 AMTrigger: booking createdDone
10:30:01 AMFirst-time customer? → YesDone
10:30:02 AMSend welcome textSimulated
10:30:02 AMAdd note to recordDone

Test mode · no messages are sent

How the workflow builder works

From idea to published workflow.

  1. STEP 1Choose a triggerBooking created, payment received, form submitted, or a schedule.
  2. STEP 2Add conditionsOnly continue when the customer, service or amount matches.
  3. STEP 3Add actionsSend a text or email, update a record, create a task, notify staff.
  4. STEP 4Test with samplesStep through sample records; nothing is sent.
  5. STEP 5Publish and monitorGo live, see every run, pause or roll back a version.

Business scenarios and exceptions

Designed for real-world exceptions.

Workflows fail sometimes: a phone number is missing, a provider is down. The builder makes every outcome visible.

CompletedAll steps ran. The run log shows each action with its time and result.
WaitingA delay or approval step is pending. The run resumes on schedule or when someone approves.
Failed stepA step couldn’t complete, for example no phone number. Later steps stop, and the owner is notified to retry or skip.

FAQs

Workflow builder questions.

Related: AI Call Answering · Online Booking · Unified Inbox

Do I need to code?

No. Workflows are built by choosing a trigger, conditions and actions from menus.

Can I test a workflow before it goes live?

Yes. Test mode runs it against sample records and shows each step without sending messages.

What happens if a step fails?

The run stops at that step, the owner is notified, and you can retry or skip from the run log.

Can I undo changes?

Each published workflow keeps its versions, so you can roll back to an earlier one.

Who can edit workflows?

Only team members with permission. Drafts and published versions are kept separate.

Turn your routine into a workflow.

Start a 14-day free trial or book a demo to build your first workflow with our team.