Flows
What to do automatically when something happens in your business: waits, conditions and alerts. Load examples, activate, pause and review history.
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A flow is what the system does by itself when something happens: when an event occurs, wait a while, check a condition and do something (alert the team, send a message, run an action). It is the next step after the simple rules for reminders.
Flows are in More → Automation → Flows.
The pieces
Trigger: when it starts. Some of the available events:
- a task is created, assigned, modified, completed or cancelled; its status changes; a task becomes overdue;
- an action is executed (for example, someone marks "Not home");
- a conversation starts, is resolved or receives a message;
- a customer is created or becomes inactive;
- an attachment is added or a location is recorded.
Steps: what it does.
| Step | What it does |
|---|---|
| Wait | A duration (for example 2 hours), until a date, until a time of day, some time before or after the task's start or end, or until an event happens with a maximum wait. Up to 90 days |
| Condition | "If this condition is met": continues on the If met or If not met branch. See Conditions |
| Alert the team | An internal alert about a task, by Telegram, WhatsApp or email depending on how each person receives alerts |
| Send a message to the customer | A message in their conversation |
| Run an action | Uses a task action (for example Release delivery), with the same rules as the panel |
| Leave a comment | A note on the task |
| Create, update or assign a task | Operations on tasks |
| Calculate data | Prepares values for later steps |
A flow has up to 32 steps, with no loops. Flows bypass no rule: every step is validated again by the system, with the role of the owner or manager who created the flow. A wait cancels itself if the task is cancelled.
Start with examples
Your industry template comes with example flows. In Flows, tap Load examples (owner only). They stay inactive until you activate them, and loading again does not duplicate them.
| Industry | Example |
|---|---|
| Deliveries | Delivery not taken for 2 h: when a delivery is created, wait 2 hours and, if it is still unassigned, alert the team |
| Deliveries | Accepted delivery that does not leave in 30 min: if someone accepts and does not leave, the delivery goes back to Unassigned |
| Barbershop | Customer's third no-show: when a no-show is marked, if it is the third, alert to ask for a deposit next time |
View, activate and pause
Each flow shows its state (Active, Paused or Draft) and its last run. When you open it you see What it does in plain language: the trigger and the steps, with the branches.
- Tap Activate and confirm. From then on it acts on its own every time the trigger happens.
- Pause stops starting new runs; those already in progress finish their path.
- In Run history you see each run with its status (Done, Running, Waiting, Failed, Cancelled...), how long it waits and which branch it took.
A Draft flow lets you edit the condition: Edit condition, Test this condition and Save as new version. To change an active or more complex flow, ask Wagy, the assistant (Getting started), or use the API.
Before activating a flow with a condition, test it with Test this condition on a real task. Nothing is changed: it only tells you whether it comes out true or false.
Flows and rules
Rules (the tab next to Flows) remain the simplest way to send a reminder or a confirmation. A flow that comes from a classic rule is managed in Rules. Flows are for what needs to wait, decide or act on tasks.
For developers
Flows are managed through the API (/v1/automation-flows, owner or manager with a panel session only). See Endpoints. The events that trigger them are the same ones your webhooks receive.