Workflows
Workflows let you automate repetitive tasks in your event management. Instead of manually sending emails, updating statuses, or assigning team members, you define a trigger, add steps, and let the system handle the rest.
This feature depends on your plan. If your plan does not include Workflows, this section is not available.
When to use workflows
- Automatically send a welcome email when a new event is created.
- Update an event status after a form is submitted.
- Assign events to team members based on field values.
- Add tags when certain conditions are met.
- Send webhook notifications to external systems.
- Wait a defined period before executing the next step.
Workflow list
Open Workflows from the main navigation. The list shows all workflows in your workspace with their name, trigger type, status (Active / Inactive), and creation date.
From here you can:
- Create a new workflow -- click Create Workflow. A new workflow with a Manual trigger is created automatically and you are taken straight to the editor.
- Open a workflow -- click any row to open the detail view.
- Delete a workflow -- use the action menu on the row. Running instances will continue to completion.
Creating and editing a workflow
Every workflow has three parts: a trigger, optional steps, and an active/inactive switch.
1. Set the trigger
The trigger determines when the workflow starts. Click the trigger card at the top of the editor to open the trigger configuration panel. Choose one of the available triggers:
Event triggers
| Trigger | Description |
|---|---|
| Event created | Fires when a new event is created. |
| Event status changed | Fires when an event moves to a specific status. You can filter by source and target status. |
| Event field changed | Fires when a specific field on the event changes. You select which fields to watch. |
Form triggers
| Trigger | Description |
|---|---|
| Form submitted | Fires when a form is submitted. You can filter by form type. |
| Form response updated | Fires when an existing form response is updated. You can filter by form type and changed fields. |
Time-based triggers
| Trigger | Description |
|---|---|
| Time before event | Fires a configurable amount of time before the event date (minutes, hours, days, or weeks). |
| Time after event | Fires a configurable amount of time after the event date. |
| No activity | Fires when no activity has occurred on the event for a specified number of days. |
Manual trigger
| Trigger | Description |
|---|---|
| Manual trigger | Does not fire automatically. You start the workflow manually by selecting an event via the Trigger Now button. |
2. Add steps
Below the trigger card, use the + button to insert steps. You can add steps at any position and reorder them by dragging. Four step types are available:
Actions -- perform something:
| Action | Description |
|---|---|
| Send Email | Send an email using an email template. |
| Send Notification | Send an in-app notification to a team member. |
| Send Webhook | Send event data to an external URL. |
| Update Event Status | Change the status of the event. |
| Update Event Field | Set or change a field value on the event. |
| Assign Event | Assign the event to a specific team member. |
| Add Tag | Add one or more tags to the event. |
| Remove Tag | Remove specific tags from the event. |
Conditions -- branch the flow based on checks:
| Condition | Description |
|---|---|
| Event Status | Check whether the event has a specific status. |
| Event Field | Check any event field (text, number, or date). |
| Assignee Is | Check who the event is currently assigned to. |
| Has Tag | Check if the event has specific tags. |
| Form Completion | Check if a form has been completed. |
| Form Completion Ratio | Check the form completion percentage. |
| Response Exists | Check if a form response exists. |
| Response Count | Check the number of form responses. |
| Time Window | Check if the current time is within a specific window. |
| Composite (AND/OR) | Combine multiple conditions with AND or OR logic. |
Conditions create two branches: an If met branch (condition met) and an If not met branch (condition not met). You can add steps to each branch independently.
Timing steps -- control when the next step runs:
| Step | Description |
|---|---|
| Wait | Pause execution for a set duration (minutes, hours, days, or weeks). |
| Wait Until | Pause execution until a specific date and time. |
3. Configure each step
Click any step card to open its configuration panel on the right side. Each step type has its own settings. You can also set a custom label for any step.
4. Save and publish
The editor uses a draft/publish model:
- Save Draft -- saves your step layout as a new version without activating it.
- Publish -- makes the latest draft version the active version. Only published versions are executed.
You can view all versions in the Versions tab and restore any previous version as a new draft.
5. Activate the workflow
Use the Active toggle at the top of the workflow detail page. Only active workflows with a published version will run.
For manual-trigger workflows, you also see a Trigger Now button that lets you select an event and start the workflow immediately.
Workflow instances (Runs)
Every time a workflow executes, it creates a run (instance). Open the Runs tab on the workflow detail page to see all runs.
Each run shows:
- Status -- Pending, Running, Waiting, Completed, Failed, Cancelled, or Dry Run.
- Subject -- the event or form response that triggered the run.
- Started at and Completed at timestamps.
Click a run to see its details, including the current step and failure reason (if any).
You can take these actions on a run:
- Cancel -- stop a running or waiting instance.
- Retry -- restart a failed instance.
- Resume -- continue a waiting instance.
Workflow runs are automatically deleted after 60 days.
Versions
Every time you save a draft or publish, a new version is created. The Versions tab shows all versions with their status:
- Draft -- saved but not yet active. You can publish it.
- Published -- the currently active version.
- Deprecated -- a previously published version that has been superseded.
You can restore any published or deprecated version as a new draft to use it as a starting point.
Desktop only
The workflow editor requires a screen width of at least 1024 pixels. On smaller screens, you will see a message asking you to switch to a desktop or tablet in landscape mode. The workflow list page works on all screen sizes.
Detailed references
For exhaustive configuration details of every option, see the reference pages:
- Triggers Reference -- all 9 trigger types with every config field, values, and subject types.
- Actions, Conditions, and Wait Steps -- all 9 actions, 13 conditions with operator tables, and timing steps.
- Instances and Monitoring -- instance statuses, available actions, dry run, retention.
- Workflow Recipes -- 15 ready-to-use workflow ideas for common event management scenarios.