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The follow‑up happens whether you remember or not

A workflow is a trigger and a list of actions. Add one to a project, or to a template so every new client gets it.

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Thirteen ways a workflow can start

Start from what a client does, from what happens to tasks and stages, or from a date.

Client activity

  • Contract signed

    A client signs a contract or signature task.

  • Form submitted

    A client submits a form.

  • File uploaded

    A client uploads a file.

Tasks and stages

  • Task created

    A new task is added to the project.

  • Task status changed

    A task moves from one status to another.

  • Task status elapsed

    A task has stayed in a status for a set time.

  • Stage created

    A new stage is added to the project.

  • Stage status changed

    A stage moves from one status to another.

  • Stage completed

    Every task in a stage is done.

Dates

  • Project created

    A project starts, optionally only from one template.

  • Project start date

    Before or after the project start date.

  • Project due date

    Before or after the project due date.

  • Task due date

    Before or after a task due date.

Eight things it can do next

Actions run in order. Emails and notifications can include the client, project and task names.

  • Send email

    A custom email to clients, team members or any address.

  • Set task status

    Move a task to a status such as To do or Done.

  • Assign task

    Give a task to a specific team member.

  • Grant portal access

    Open the client portal to a contact.

  • Revoke portal access

    Close the portal to a contact.

  • Notify team member

    An in-app notification to one or more teammates.

  • Delay

    Pause for a set amount of time.

  • Wait until

    Pause until a date or a condition is met.

Three to start with

Welcome sequence

The moment the agreement is signed, the client gets a welcome email and the kickoff tasks open.

When

Contract signed

Then

  1. Send email
  2. Set task status
  3. Wait until
  4. Notify team member

Overdue nudge

A reminder goes out a day before the due date. If nothing happens, the project owner hears about it.

When

Task due date

Then

  1. Send email
  2. Delay
  3. Notify team member

Stage hand-off

When discovery is finished, the first design task is assigned and the client is told what comes next.

When

Stage completed

Then

  1. Assign task
  2. Send email
New client welcome
Active
  1. 1
    Contract signed

    Dana Kim signed the service agreement.

    Service agreement
  2. 2
    Send email

    “Welcome aboard. Here is what happens next.”

    To: client
  3. 3
    Set task status

    Kickoff questionnaire moves to To do.

    Stage: Kickoff
  4. 4
    Wait until
    Waiting

    2 days before the project start date.

  5. 5
    Notify team member

    Maya gets a heads-up to prepare the kickoff call.

Run started 09:123 of 5 steps done

See what ran, and what it is waiting for

Every run keeps a step-by-step record. If a step fails for a passing reason it is retried, and you can skip a stuck step yourself.

  • A workflow runs once per event, never twice
  • Switch a workflow off and its waiting runs are cancelled
  • Finished runs are kept for 90 days

Build your first workflow

Start with the welcome sequence and add the rest as you go.

Get started Read the docs