Workflows

Workflows let you automate routine business tasks like sending follow-up emails, scheduling reminders, and updating booking statuses. Build them visually with a canvas editor or use the AI assistant to create them with natural language.

Accessing Workflows

Click Workflows in the sidebar to view your workflow list. You’ll see:

• Usage limit progress bar showing how many workflows you’ve created
• Each workflow with its name, description, and active/inactive toggle
• Actions to edit or delete workflows

{/_ TODO: Screenshot of the workflows list page showing workflows with active toggles /} {/ Preferred filename: workflows-list.png _/}

Note

Workflows may be behind a feature flag. If you don’t see Workflows in your sidebar, it may not yet be enabled for your account.

Creating a Workflow

You can create workflows in two ways:

From a Template

1. Click Create Workflow
2. Browse available templates organised by category:
   • Onboarding - Welcome new clients
   • Payment - Payment reminders and follow-ups
   • Reminder - Event reminders for clients
   • Follow-up - Post-event follow-ups
   • Complete Journey - Full client journey automations
3. Select a template to start with a pre-built workflow
4. Customise it in the workflow builder

{/_ TODO: Screenshot of the template picker showing workflow categories /} {/ Preferred filename: workflow-template-picker.png _/}

From Scratch

1. Click Create Workflow and choose to start from scratch
2. Build your workflow in the visual builder

The Workflow Builder

The workflow builder is a visual canvas where you connect nodes to define your automation flow. It uses a drag-and-drop interface with React Flow.

{/_ TODO: Screenshot of the workflow builder canvas with connected nodes /} {/ Preferred filename: workflow-builder-canvas.png _/}

Caution

The workflow builder is designed for desktop use. On mobile devices, you’ll see a message suggesting to use a desktop browser.

Node Types

Node Type	Description
Trigger	The event that starts the workflow
Send Email	Send an email using one of your email templates
Delay	Wait for a specified amount of time before continuing
Condition	Branch the workflow based on a condition
Calendar Event	Create a Google Calendar event
Run Workflow	Trigger another workflow from within this one
End	Marks the end of the workflow

Trigger Types

Triggers define what event starts the workflow:

• Booking Created - When a new booking is created (manually or via enquiry form)
• Booking Confirmed - When a booking status changes to Confirmed
• Booking Status Changed - When any booking status changes
• Deposit Paid - When a deposit is marked as paid
• And more

{/_ TODO: Screenshot of the trigger configuration showing available trigger types /} {/ Preferred filename: workflow-trigger-types.png _/}

Connecting Nodes

1. Drag from the output handle of one node to the input handle of another
2. Nodes execute in the order they’re connected
3. Condition nodes have two outputs (true/false) for branching logic
4. You can have multiple parallel paths

Workflow Settings

Click the settings icon to configure:

• Name - The workflow name
• Description - What this workflow does
• Active - Toggle the workflow on or off

AI Assistant

The workflow builder includes an AI chat assistant that can build workflows for you using natural language.

{/_ TODO: Screenshot of the AI chat panel open alongside the workflow canvas /} {/ Preferred filename: workflow-ai-assistant.png _/}

How to Use

1. Click the sparkles icon to open the AI assistant panel
2. Describe what you want the workflow to do in plain English
3. The AI will generate the workflow nodes and connections
4. Review and adjust the generated workflow as needed

Example Prompts

• “When a booking is confirmed, send a welcome email and then wait 3 days and send a reminder”
• “Send a follow-up email 1 week after an event is completed”
• “When a booking is created, wait 2 hours, then if the status is still inquiry, send a nudge email”

The AI assistant shows a thinking animation while generating the workflow and displays its reasoning.

Workflow Preview

Before activating a workflow, you can preview how it would run:

1. Click the Preview button
2. Select a real booking to test with
3. See a step-by-step walkthrough of what the workflow would do
4. Verify the email content, delays, and conditions are correct

{/_ TODO: Screenshot of the workflow preview panel showing a step-by-step execution /} {/ Preferred filename: workflow-preview-panel.png _/}

Execution History

View the history of all workflow runs:

1. Open a workflow in the builder
2. Click the History button to open the execution history sheet
3. See each run with its status, trigger event, and timestamp
4. Click a run to see detailed step-by-step execution logs

{/_ TODO: Screenshot of the execution history sheet showing recent runs /} {/ Preferred filename: workflow-execution-history.png _/}

Activating and Deactivating

Toggle workflows on or off from either:

• The workflows list page using the toggle switch
• The workflow settings within the builder

Inactive workflows will not run even when their trigger conditions are met.

Note

The number of workflows you can create depends on your subscription plan. A usage limit progress bar is shown on the workflows list.

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Next: Learn about Invoices to track payments and manage billing.