Workflows

Turn a task you've already done into something that runs automatically, on its own schedule.

Some things you do the same way, over and over — every Monday, every Friday, every time a certain thing happens. A workflow means you do it once, and then it just keeps happening on its own, forever. Set it up today, and future-you never has to think about it again.

What a workflow actually is

A workflow is a saved version of a task that runs again — either on a schedule, or whenever something specific happens. Instead of asking your assistant to do the same thing every Monday morning, you turn it into a workflow one time, and it keeps running by itself from then on.

A few workflows people actually set up

• The Monday morning briefing. Every Monday at 8am, your assistant pulls together everything on your calendar for the week and sends you a short summary — before you've even had your coffee. No more opening five different things to piece your week together.
• The instant follow-up. The moment someone fills out your contact form, your assistant adds them as a contact and gets a follow-up call on the books. You don't have to notice the form came in, remember to reach out, or dig up a time that works — it's already done by the time you check your phone.
• The Friday nudge. Every Friday afternoon, your assistant checks who hasn't replied to your outstanding emails this week and sends them a polite nudge. That's a task you'd otherwise have to remember to do — now it just happens.

How to create one

The fastest way is to start from something you've already done: open a task you ran once, and click Save as workflow. It carries over the instructions and context from that task, so you're not starting from a blank page — you're just telling your assistant, "do that again, but automatically."

You can also build a workflow from scratch in the Workflows section, if you already know exactly what you want it to do.

What starts a workflow

Every workflow needs something to kick it off:

• A recurring schedule — daily, weekly, or any custom cadence, like "every weekday at 8am."
• An event — a new email arriving, something new on your calendar, or another task or workflow finishing. This is what lets workflows chain together, instead of only firing on a clock — one workflow finishing can be exactly what starts the next one.

Every run still gets your OK

A workflow running automatically doesn't mean it acts without checking with you. If a run takes any real-world action — sending an email, booking a meeting — it goes through the same review step as any other task: the dispatch cart. You'll see exactly what it's about to do before it happens, based on your supervision settings.

Pausing or deleting

Don't want a workflow running right now, but might want it back later? Pause it — the setup stays exactly as you left it, and turning it back on takes one click. Done with it for good? Delete it.

Set once, apply to everyone

Org and team admins can set up workflows that apply to everyone in their scope, so a useful automation doesn't have to be rebuilt by every person on the team. See the org admin overview for how those defaults interact with each person's own workflows.

Why this saves real time

Doing something manually means noticing it needs doing, remembering how you did it last time, and doing it again — every single time. A workflow moves all of that work to one afternoon, once. After that, the Monday briefing writes itself, the new lead gets called before you'd have even seen the notification, and the Friday nudge goes out whether or not you remembered it was Friday. That's the whole trade: a few minutes now, for time back every week after.