Workflows
Automate follow-ups, routing, and everyday tasks — learn how workflows start, what they can do, and how to build, test, and troubleshoot them.
251 articles
Workflow Basics
- What Workflows Are: Triggers, Actions, and Your First BuildWorkflows is Vendi Today's automation builder. It lets you describe "when this happens, do that" once, then have the platform repeat it for every contact without anyone lifting a
- Read the Automations Overview DashboardThe Overview dashboard gives you one screen that summarizes how your automations are performing, so you do not have to open workflows one at a time. You will find it under Automation > Overview. If you do not see it, it…
- Add Notes and Sticky Notes to a WorkflowComplex automations are easier to maintain when the reasoning behind them is written down where your team can see it. Workflows offers three kinds of notes inside the
- Jump Between Workflows with the Workflow SwitcherThe Workflow Switcher lets you move from one workflow to another without going back to the list page. It is handy when you are tweaking several related automations in a
- Organize Workflows with Nested FoldersOnce you have dozens of automations, a flat list gets hard to scan. Folders, including folders inside folders, give your workflows a tidy
- Filter the Workflow List and Save Smart ListsWhen your account has many workflows, filters help you find the right one quickly, and Smart Lists save a filtered view so you do not have to rebuild
- Use Bulk Actions on the Workflow ListBulk actions let you apply one command to many workflows or folders at once, which saves time when tidying a large
- Get Started from the Workflows Landing PageWhen you first open Automation > Workflows, the landing page gives you several quick ways to start, plus short learning
Building Smarter Workflows
- Build a Workflow by Describing It to the AI BuilderThe AI Builder turns a plain-language request into a complete workflow draft: trigger, actions, waits, and branches. You then review it and adjust, which is usually much faster than assembling every step by
- Get Instant Help with Learn More in the BuilderEvery trigger and action panel in the builder includes a Learn More button that opens an AI assistant tuned to that exact step. It explains what the step does, what its settings mean, and gives examples, so you rarely…
- Understand Settings with AI Field TooltipsSome fields in the builder carry a small information icon. Hovering over it shows a short definition, and one more click opens an AI assistant that explains the field in depth. The feature is still being rolled out, so…
- Choose Between the Standard and Advanced BuilderWorkflows offers two canvas styles. The Standard builder is a simple vertical flow that is quick to read. The Advanced builder is a free-form canvas that supports extra tools such as go-to connections, independent…
- Build Independent Branches with Delinked NodesDelinked nodes let you place clusters of actions anywhere on the Advanced builder canvas without chaining them into a single main line. Each cluster is its own mini-flow that you start by pointing a trigger at
- Branch on Appointment Details with If/ElseWhen a workflow starts from a Calendars event, the If/Else action gains an Appointment condition. It lets you split the path based on whether a booking was rescheduled, when it starts, or when it
- Find and Add Apps with the Discover ButtonYou can browse and install marketplace apps directly in the workflow builder, so you do not have to leave the canvas to find the integration you
- Hand a Task to an AI Agent from a WorkflowThe Invoke Managed Agent action lets a workflow pass a contact and some context to one of your published AI agents, wait for it to finish, and then continue using whatever the agent returned. You keep the predictable…
Monitoring and Troubleshooting
- Compare Workflow Performance with StatsThe Stats button on the Workflows list shows how the email and SMS steps in each workflow are performing, so you can compare automations without opening them one at a
- Read Execution Logs and Enrollment HistoryEvery workflow has two tabs that explain exactly what happened to each contact: Enrollment History shows who entered and how they left, while Execution Logs shows each step that
- Find and Fix Errors Before You PublishThe builder checks your triggers and actions for configuration problems such as empty required fields, disconnected integrations, or incomplete If/Else and Wait settings. Issues are flagged on the canvas and collected…
- Test an Integration Action Before You PublishSteps that call an external app have a Test Action button. It runs that one step for real, using your connected account and the values you filled in, and shows what was sent and what came back. That means you can verify…
Security and Usage
- Authenticate a Custom Webhook with OAuth2The Custom Webhook action can sign in to another service using OAuth2, the same secure sign-in method many large platforms use. This lets a workflow call services such as Google or social networks without storing…
- Store Webhook Credentials SecurelyThe Custom Webhook action masks secret keys for Basic auth, Bearer token, and API key authentication. Instead of pasting a secret into every action, you save it once under a name and select it from a dropdown. The value…
- Understand Premium Triggers, Actions, and UsageMost workflow steps, such as sending a message, updating a Contact, or waiting, are part of your normal plan. A smaller group is classed as premium. These steps usually connect to outside services, for example custom…
Project and Task Tool Integrations
- Use ClickUp Triggers and Actions in WorkflowsConnecting ClickUp lets a workflow react to what happens in your project board and create work there automatically, for example opening a task the moment a deal reaches
- Use Asana Triggers and Actions in WorkflowsWith Asana connected, workflows can create and update tasks and projects, and Asana activity can start workflows. This keeps your sales side and delivery side from drifting
- Use Basecamp Triggers and Actions in WorkflowsBasecamp steps let your workflow start client delivery the moment a sale closes and react when your team posts updates in a
- Use Monday.com Actions in WorkflowsMonday.com actions let a workflow create and manage boards, groups, and items without anyone copying data by hand. Triggers for Monday events are announced as coming soon, so today the integration is mainly about…
- Use Todoist Triggers and Actions in WorkflowsTodoist steps let a workflow drop tasks into your personal or team projects and react when they are
Forms, Data and CRM Integrations
- Use Airtable Triggers and Actions in WorkflowsAirtable steps let you keep a base and your Contacts in sync. A workflow can start when a row appears or changes, and it can create, find, update, or delete
- Use Notion Triggers and Actions in WorkflowsConnect Notion to build documentation, client pages, and task databases that update themselves as your CRM
- Use Google Contacts Triggers and Actions in WorkflowsThis integration links your Contacts with a Google address book, in either direction, so people you meet in one place appear in the
- Use Typeform Triggers and Actions in WorkflowsWith Typeform connected, every new response can start a workflow instantly, and the workflow can work with your
- Use Google Forms Triggers and Actions in WorkflowsGoogle Forms steps let a workflow begin when someone answers your form, and let you look up forms and responses later in an
- Use Jotform Triggers and Actions in WorkflowsJotform steps start workflows from submissions and signed documents, and can add new submissions to a form from workflow
- Use HubSpot Triggers and Actions in WorkflowsIf you also keep contacts in HubSpot, these steps pass new leads between systems and help you avoid
- Use Klaviyo Triggers and Actions in WorkflowsKlaviyo steps connect your email and SMS marketing profiles, lists, and segments with
Scheduling, Field Service and AI Tool Integrations
- Use Cal.com Triggers and Actions in WorkflowsConnect Cal.com to react to the full life of a booking and to create or change bookings from inside a
- Use Calendly Triggers and Actions in WorkflowsIf your team books meetings in Calendly, these steps let a workflow follow along and also book or cancel on someone's
- Use Housecall Pro Triggers and Actions in WorkflowsFor home-service teams, this integration moves leads, customers, estimates, and jobs between Housecall Pro and your Vendi Today
- Use Vapi Triggers and Actions in WorkflowsVapi provides AI voice assistants. With it connected, a workflow can place an AI phone call or start an AI chat the moment a lead arrives, and can react when calls are
- Use Manus Triggers and Actions in WorkflowsManus works with AI tasks: you give it a prompt, it works through the job, and it returns a result. Connecting it lets workflows start tasks, continue them, and react when they
- Use Fathom Recordings and Summaries in WorkflowsFathom records and summarizes your meetings. With it connected, a workflow can start when a new recording is ready and pull its transcript or summary into follow-up
- Use Apify Triggers and Actions in WorkflowsApify runs web scrapers and automation jobs. Connect it to start jobs from a workflow, then pick up the results when they
- Use Browse AI Robots in WorkflowsBrowse AI lets you train "robots" that extract data from web pages. Connected to Workflows, robots can run on demand, and a completed run can start an
Builder Canvas & Navigation
- A Tour of the Workflow BuilderThe workflow builder is where you design automations visually: a trigger on top, actions flowing down, and branches wherever you need decisions. This tour covers the parts of the screen you will use
- Build Parallel Paths with the Advanced BuilderThe Advanced Builder is a freeform canvas where you can place steps anywhere, connect several trigger paths, and run independent branches in one workflow. It changes how you design, not how workflows
- Annotate, Disable, and Tidy Steps in the Advanced BuilderBig workflows get hard to read. The Advanced Builder includes tools that help you document your thinking, test selectively, and keep the canvas
- Resize and Expand Panels in the Workflow BuilderConfiguring a long email or a trigger with many filters in a narrow side panel is awkward. You can drag the panel wider, or expand a step to full screen when you need
- Workflow Builder Keyboard ShortcutsShortcuts help you build faster, copy whole branches in one move, and travel around a big canvas without the mouse. On a Mac use Cmd where the list says
- Find and Replace Tags, Custom Values, and Text in a WorkflowIn a large workflow, changing a tag name or a custom value everywhere by hand is slow and error-prone. Find & Replace locates every use inside the open workflow and can swap supported items in a
- Choosing the Right Workflow Trigger: Categories at a GlanceEvery workflow begins with at least one trigger, and the Add New Trigger menu groups them by topic. Knowing the categories makes it much quicker to find the event you
- Workflow Actions: Categories at a GlanceActions are the steps a workflow takes after its trigger. They run in order from top to bottom, and the action picker groups them into families so you can find what you
- Why Workflows Replaced Campaigns and TriggersOlder versions of the platform split automation across two tools: Triggers, which reacted to events, and Campaigns, which ran timed sequences. Workflows merge both into one builder, and the older tools are retired. If…
Saving, Versions & Publishing
- Turn On Auto Save in the Workflow BuilderAuto Save writes your canvas edits to the draft continuously, so a closed tab or a lost connection doesn't cost you your work. It never publishes
- Undo, Redo, and Recent Changes in the Workflow BuilderExperiment freely: every change you make on the canvas can be reversed or replayed during your editing session, and a Recent Changes list lets you jump back to a specific
- Review and Restore Earlier Workflow VersionsVersion History is a timeline of saved states of a workflow. Use it to see who changed what and to bring back a previous design if an edit goes
- Restore Earlier Versions Created by the AI Workflow BuilderWhen you ask the AI assistant to build or edit a workflow, each result is saved as an artifact card in the chat. Those cards let you roll back with one click if an AI edit removes a trigger or changes a step you wanted…
- Restore a Deleted WorkflowDeleted a workflow by mistake? Admins can bring it back from the Deleted tab within 30
- Restrict Access to Workflow FoldersWorkflows often hold the logic your business depends on, so you may not want everyone editing them. Folder permissions let you decide which user roles can see, create, and change the workflows inside a
Settings, Testing & Troubleshooting Workflows
- Test, Save, and Publish a WorkflowA workflow does nothing for real until you publish it, and a few simple habits keep you from sending the wrong message to the wrong
- Review Trigger and Message Statistics with Stats ViewStats View overlays performance numbers directly on your workflow, so you can see how many people entered and how your messages performed without leaving the
- Workflow Settings ExplainedEach workflow has a Settings tab that controls who can enter, when messages may go out, and who they appear to come from. Reviewing it before you publish prevents most
- Pause Workflows During Holidays and Blackout DatesHoliday weekends, closures, and seasonal breaks are bad times for automated messages. The Pause Workflow setting lets you freeze chosen workflows for a date range without turning them off or rebuilding
- Temporarily Switch Off a Single Workflow StepDebugging or testing a variation doesn't require deleting a step and rewiring the canvas. You can disable any step, run your tests, and switch it back on when you're
- Combine Stop on Response with Voicemail DetectionWorkflows that call contacts need to know whether a human answered or a voicemail picked up. Two settings work together: Stop on Response at the workflow level, and Disable Voicemail Detect inside the Call
- Select Multiple Options in Trigger FiltersTriggers used to need one entry per form or phrase, so people duplicated workflows for every variation. Now many filters accept several choices at once, and any match is enough to start the
- Fix Timing Conflicts (Race Conditions) in WorkflowsSometimes a workflow log says an action succeeded, yet the contact record shows no change. A frequent cause is a race condition: two updates hit the same contact within the same second, and one overwrites or outruns the…
- Get Alerts When a Workflow Step FailsMost failures happen quietly inside a step, such as a webhook that returns an error, so nobody notices for days. Error notifications email your admins and collect problem workflows into a Needs Review
Triggers & Contact Actions
- Start a Workflow When a Contact Tag Is Added or RemovedTags are the simplest way to label Contacts, and they also make a handy remote control for automation. The Contact Tag trigger starts a workflow the moment a tag lands on a contact or is taken off one, so a single click…
- Start a Workflow When a Payment Is ReceivedThe Payment Received trigger is a single entry point for money coming in, whether it is an invoice, an order form purchase, a subscription charge, or a paid booking. Use it to send receipts, update records, or alert…
- Use the Order Submitted Trigger for Purchases and UpsellsThe Order Submitted trigger starts a workflow when someone completes checkout on a one-step or two-step order form, and again when they accept an upsell. It carries rich order details, so you can send tailored…
- How Workflows Handle Appointment ChangesAppointment-based workflows react when a booking is made, canceled, or moved. Understanding these behaviors helps you build reminder sequences that behave
- Update or Clear Contact Fields in a WorkflowKeeping Contacts accurate is half of good automation. The Update Contact Field action writes values into a contact's standard or custom fields while the workflow runs, or empties custom fields you no longer
- Mark Conversations Read or Archived with a WorkflowA busy inbox gets noisy fast. The Edit Conversation action lets a workflow tidy up for you by flipping a conversation between read and unread, or moving it in and out of the archive, without anyone opening the
- Auto-Assign New Leads to Team Members and Notify ThemWhen leads arrive faster than anyone can sort them, a workflow can hand each one to a team member in turn and let that person know right
- Attach Images to Text Messages Using Custom ValuesIf you reuse the same picture across several workflows, store its link once as a custom value and attach that value to your text messages. When the image changes, you update one place instead of every
- Edit Email Templates Inside the Send Email ActionYou no longer have to leave your workflow to adjust an email. The template builder is embedded in the Send Email action, so you can view and edit the design right where you are using
- Credit Affiliates with Leads and Manual Sales in WorkflowsTwo workflow actions help you keep affiliate records accurate without manual data entry: one attaches leads to the right affiliate, the other records sales that happened outside online
- Automate Course Certificates with WorkflowsWhen members complete a course, you can issue a certificate automatically, and you can also react when a certificate is issued. Both pieces work through
Data, Webhooks & Integrations
- Receive Outside Data with the Inbound Webhook TriggerAn inbound webhook lets another system tell Vendi Today that something happened. The other tool sends a JSON message to a private URL, and your workflow starts, with every field in that message available as a merge…
- Send Data to Other Apps with the Custom Webhook ActionThe Custom Webhook action lets a workflow push information to any web address you choose. Use it to notify another system, create a record in a third-party tool, or fetch data that you then use in later
- Add, Update, and Clear Google Sheets Rows from a WorkflowThe Google Sheets action connects a workflow to a spreadsheet, so contact activity can be logged and maintained automatically without a separate connector
- Look Up Google Sheets Data and Reuse It in a WorkflowA lookup finds an existing row in your spreadsheet and hands its values to the rest of the workflow. This lets you update a record when it exists, create it when it doesn't, or personalize a message with data stored in…
- Write or Update Many Google Sheets Rows in One StepStandard row actions handle one record at a time. The multiple-row actions let a single workflow run create or refresh several spreadsheet rows together, which is ideal for grouped or repeating
- Send Slack Messages from a WorkflowIf your team lives in Slack, the Slack action brings Vendi Today events to where people already are. A workflow can send a direct message to a person or post to a public or private channel the moment something happens,…
- Do Calculations with the Math Operation ActionNot every automation is about messages. Sometimes you need a workflow to add points to a score, push a renewal date forward a year, or work out a discounted price. The Math Operation action performs that arithmetic for…
- Reformat and Compare Dates with the Date/Time FormatterDates arrive in all sorts of shapes: a spreadsheet may want one layout, an email another, and a webhook may send a third. The Date/Time Formatter action converts them into the form you need and can also tell you how…
- Show Order Items and Other Lists in Messages and SheetsSome workflow data arrives as a list, such as the products in a cart or an array from an inbound webhook. Dropping a raw list into an email looks messy. You can format it into clean, readable text
- Run Your Own JavaScript with the Custom Code ActionWhen no built-in action does exactly what you need, the Custom Code action lets you write a short JavaScript snippet that runs as a workflow step and returns data to later
AI, Social & Voice Automation
- Generate and Transform Text with the GPT ActionThe GPT powered by OpenAI action lets a workflow draft, summarize, translate, or classify text on its own. The result becomes a value you can reuse in a later step, such as an email, a text message, or a custom
- Give the GPT Action a Memory with HistoryBy default each AI step answers with no knowledge of what came before. Turning on History lets the GPT action remember earlier exchanges, so replies stay consistent and personal across steps or
- Automate Replies to Facebook and Instagram CommentsYou can respond to comments on your social posts instantly: reply publicly, send the commenter a private message, and keep the conversation in Vendi Today. This is popular for "comment a keyword to get the guide"…
- Write Personalized Facebook and Instagram Comment Replies with AIA fixed list of canned replies can feel robotic. By putting an AI step ahead of the reply action, each answer can respond to what the commenter actually
- End a Phone Menu Call from a WorkflowPhone menus built in workflows can leave callers on hold after the last menu step while the rest of the workflow keeps running. The End IVR Call action closes the call at the moment you
- Choose Where Phone Menu Calls Ring for Each Team MemberPhone menus can send callers to a team member. Instead of always ringing a phone number, each person can pick the place they want those calls to arrive: the web app, the mobile app, a mobile phone, or a desk
Trigger Basics, Filters & Scheduling
- How Workflow Triggers Work: Events, Filters and EnrollmentA trigger is the event that starts a workflow. Until at least one trigger matches, nothing in the workflow runs, so choosing and configuring it carefully is the most important part of any automation in Vendi Today.
- Copy, Rename and Delete Triggers on the Workflow CanvasBuilding similar workflows often means setting up nearly identical triggers over and over. Instead of starting from scratch, you can duplicate a trigger with all of its filters and then change only what differs.
- Read Trigger Summaries and Check Trigger StatisticsLarge workflows can hold several triggers with long filter lists. Two built-in aids help you understand what a trigger does and whether it is working, without opening every card.
- Give Each Trigger Its Own Starting Action with Go-To ConnectionsWhen one workflow has several triggers, you may want each one to land on a different step rather than all starting at the top. Go-To connections let you draw that path directly on the advanced canvas.
- Match Customer Replies by Exact Phrase or Contained WordsWhen a contact texts or emails back, you often want the workflow to react only to certain answers, such as "YES" or "stop". The reply-based triggers give you two ways to compare the message with your own wording.
- Filter Form, Survey and Quiz Submissions by Terms AgreementIf your forms ask people to accept terms and conditions, workflows can use the answer to decide what happens next. The terms filter separates people who agreed from those who did not.
- Run Workflows on a Schedule with the Scheduler TriggerNot every automation starts from a contact. The Scheduler trigger runs a workflow on the clock, which suits reports, data tidy-ups, reminders to your team and pings to other systems.
Contact, Task & CRM Triggers
- Welcome New Leads with the Contact Created TriggerThe Contact Created trigger starts a workflow every time a brand-new contact record appears. It is the usual starting point for welcome messages, lead routing and tidy-up steps.
- React to Record Updates with the Contact Changed TriggerContacts are always changing: new tags, updated fields, a new owner. The Contact Changed trigger lets a workflow watch for those edits and respond right away.
- Respond to Do-Not-Disturb Changes with the Contact DND TriggerDo not disturb (DND) tells Vendi Today which channels must stay silent for a contact. The Contact DND trigger runs a workflow whenever that setting changes, so you can keep your records and campaigns in step with a...
- Send Birthday Messages with the Birthday Reminder TriggerRemembering birthdays builds loyalty, and the Birthday Reminder trigger does the remembering for you. It scans your contacts' birth dates and enrolls anyone who matches.
- Start Workflows Around Any Date with the Custom Date Reminder TriggerRenewals, anniversaries, warranty expiries and trial endings all hinge on a date. The Custom Date Reminder trigger starts a workflow before, on or after a date stored in a field of your choice.
- Note Triggers: Act When a Note Is Added or EditedNotes hold the context behind a contact, from call summaries to special requests. Two triggers let workflows react the moment a note is written or updated.
- Follow Up on Clicks with the Trigger Link Clicked TriggerTrigger links are short tracked links you place in emails, texts and other messages. The Trigger Link Clicked trigger starts a workflow when a contact clicks a particular one, which tells you exactly who is interested.
- Target Active Contacts with the Contact Engagement Score TriggerEngagement score condenses how a contact interacts with you into one number. The Contact Engagement Score trigger enrolls contacts whose score meets your rule, so you can reward and re-engage the right people.
- Task Triggers: Added, Completed and ReminderTasks keep your team accountable for follow-ups, and three triggers let workflows react to what happens to them. Together they cover a task's whole life: created, due soon or overdue, and finished.
- Company Triggers: Created and ChangedIf you keep companies as their own records, two triggers let workflows respond to them: Company Created and Company Changed. Both are available in workflows that are built around the Company record rather than around...
- Flag New Deals with the Opportunity Created TriggerEvery time a new opportunity is added to a pipeline, the Opportunity Created trigger can start a workflow. Use it to alert the right person, set up first steps and tag deals by size or source.
- Track Any Deal Update with the Opportunity Changed TriggerWhen you want to know that something about an opportunity was edited, not only that its status moved, use Opportunity Changed. It is the broadest of the deal triggers and watches value, stage, owner, tags and custom...
- Move Deals Forward with the Pipeline Stage Changed TriggerA deal moving from one stage to another is a natural moment for automation. The Pipeline Stage Changed trigger starts a workflow when an opportunity changes stage, whether it moves forward, backward or into another...
- React to Won and Lost Deals with the Opportunity Status Changed TriggerAn opportunity's status tells you where it stands overall: open, won, lost or abandoned. The Opportunity Status Changed trigger starts a workflow when that status changes, which makes it perfect for celebrations,...
- Revive Stalled Deals with the Stale Opportunities TriggerDeals that sit in one stage for too long usually slip away. The Stale Opportunities trigger starts a workflow when an opportunity has not progressed for a set number of days, so no lead is forgotten.
Appointment, Call & Messaging Triggers
- Automate Reminders and No-Show Recovery with the Appointment Status TriggerThe Appointment Status trigger starts a workflow whenever an appointment is scheduled or its status changes. It is the backbone of reminder, confirmation, cancellation and no-show automations.
- Welcome New Bookings with the Customer Booked Appointment TriggerWhen a customer books through your booking page, you probably want to confirm immediately and set up reminders. The Customer Booked Appointment trigger starts exactly then.
- Follow Up on Calls with the Call Details TriggerMissed calls and voicemails are lost chances if nobody follows up. The Call Details trigger starts a workflow based on the outcome of a call, so your team always knows what happened and what to do next.
- Launch a Phone Menu with the Start IVR TriggerAn interactive voice response (IVR) menu lets callers press keys to reach the right department or hear the right information. The Start IVR trigger connects an inbound call on a chosen number to a menu you build in a...
- Automate Follow-Ups When a Call Transcript Is ReadyThe Transcript Generated trigger starts a workflow the moment a recorded call has been turned into text. It lets you act on what was actually said, instead of relying on notes someone remembers to write.
- Handle Failed Texts with the Messaging Error (SMS) TriggerWhen a text message cannot be delivered, the carrier returns an error code. The Messaging Error - SMS trigger lets a workflow respond to those failures automatically, so you can clean your list and protect your...
- Respond Instantly with the Customer Replied TriggerReplies are strong buying signals. The Customer Replied trigger starts a workflow when a contact answers a message, so you can follow up quickly and route the conversation correctly.
- Track Team Replies with the User Replied TriggerThe User Replied trigger starts a workflow when someone on your team messages a contact from the conversation view. Use it to measure response time, stop automated messages once a person steps in, and log outbound...
- React to Opens, Clicks and Bounces with the Email Events TriggerEmail gives you a stream of signals about how people respond. The Email Events trigger turns those signals into actions, from following up on clicks to cleaning up bad addresses.
- Capture Incoming Messages with the Inbound Email TriggerThe Inbound Email trigger starts a workflow whenever an email arrives in your connected mailbox. Unlike Customer Replied, it can also catch first-time emails from people who are not yet contacts.
Forms, Social & Lead Source Triggers
- Start a Workflow When a Form Is SubmittedForm Submitted is one of the most used triggers. As soon as someone sends one of your forms, the workflow can thank them, notify your team and begin follow-up.
- Follow Up on Surveys with the Survey Submitted TriggerSurveys tell you what people think and who is worth talking to. The Survey Submitted trigger starts a workflow when a contact completes a survey, so thanks, tagging and routing happen automatically.
- Track Visits with the Funnel/Website Page View TriggerKnowing which page someone visited tells you what they care about. The Funnel/Website Page View trigger starts a workflow when a contact views a page you choose, so you can follow up on real interest.
- Route Facebook Leads Instantly with the Facebook Lead Form Submitted TriggerIf you run lead ads on Facebook, the form people fill in lives inside Facebook itself. The Facebook Lead Form Submitted trigger sends each new lead straight into a workflow so your team can respond within seconds.
- Reply to Post Comments with the Facebook and Instagram Comment TriggersComments on your posts are a ready-made conversation starter. The Facebook Comment(s) On A Post and Instagram Comment(s) On A Post triggers start a workflow when a comment matches what you are looking for, so you can...
- Capture TikTok Leads with the TikTok Form Submit TriggerIf you collect leads through forms on TikTok, the TikTok Form Submit trigger sends each submission into a workflow so follow-up starts right away.
- Route LinkedIn Leads with the LinkedIn Lead Form Submitted TriggerLinkedIn Lead Gen forms collect professional contacts right inside the platform. The LinkedIn Lead Form Submitted trigger enrolls each new lead into a workflow immediately, so you can text, email, assign or create a...
- Respond to Uploads with the Client Portal File Uploaded TriggerWhen a client sends you a document through the Client Portal, you should not have to check their record to notice it. The Client Portal File Uploaded trigger starts a workflow as soon as the upload finishes.
Payment, Order & Store Triggers
- Order Form Submission vs Order Placed: Which Trigger to UseTwo similar-sounding triggers react to purchases, and picking the right one depends on whether money has changed hands.
- Send Shipping Follow-Ups with the Order Fulfilled TriggerThe Order Fulfilled trigger starts a workflow when an order's status changes to fulfilled. Use it for shipping notices, review requests, internal tasks and inventory updates.
- Win Back Shoppers with the Abandoned Checkout TriggerPlenty of buyers add items to a cart, enter their email and then wander off. The Abandoned Checkout trigger lets a workflow follow up while the purchase is still fresh in their mind.
- Act on New Ratings with the Product Review Submitted TriggerWhen a shopper leaves a review in your Vendi Today store, the Product Review Submitted trigger can start a workflow straight away. Thank happy customers, rescue unhappy ones and capture praise you can reuse.
- Follow Up on Invoice Activity with the Invoice TriggerThe Invoice trigger starts a workflow when an invoice changes status. Use it to remind customers, thank them for paying and keep your team informed.
- Manage the Subscription Lifecycle with the Subscription TriggerThe Subscription trigger starts a workflow when a customer's recurring plan is created or changes state. It helps you onboard, retain and win back subscribers without manual checks.
- Handle Refunds Automatically with the Refund TriggerThe Refund trigger starts a workflow when a refund happens or fails. It lets you confirm refunds to customers and give your team the right follow-up task without manual work.
- Follow Up on Quotes with the Estimates TriggerThe Estimates trigger starts a workflow when something happens to an estimate you have sent. It keeps quotes moving by prompting follow-ups and turning accepted estimates into action.
- Coupon Triggers: Applied, Redeemed, Limit Reached and ExpiredDiscount codes create moments worth reacting to. Four triggers in the Payments group let a workflow respond at each stage of a coupon's life.
Courses & Community Triggers
- Course Progress Triggers: Category Completed and Portal LoginTwo learning-related triggers help you respond to what your members do: finishing a category of content and logging in to the course portal.
- Access Triggers: Offer and Product Granted or RemovedFour triggers tell your workflows when a contact gains or loses access to something you sell: Offer Access Granted, Offer Access Removed, Product Access Granted and Product Access Removed.
- Send New Members a Custom Welcome Email with Login DetailsWhen someone joins your membership, the first email sets the tone. Vendi Today includes a customizable Membership Welcome Email template so you can add your own branding, instructions and the sign-in details new...
- Membership Triggers: New Sign Up and Product CompletedTwo triggers mark the start and the end of a member's journey: Courses New Sign Up when someone first gets in, and Product Completed when they finish.
- Community Triggers: Group Access Granted and RevokedIf you run communities, two triggers let workflows react whenever someone joins or loses access to a group: Group Access Granted and Group Access Revoked.
- Community Channels and Leaderboard: Triggers and ActionsBeyond group membership, communities have private channels and leaderboards. Workflows can manage both.
Contact & Record Actions
- Create or Update Contacts Automatically with the Create Contact ActionThe Create Contact action adds a new contact record, or refreshes an existing one, using values from the workflow. It is the usual first step when a workflow begins with data that is not tied to a contact yet.
- Find an Existing Contact Mid-Workflow with Find ContactFind Contact searches your contact list using details you provide and brings the matching person into the workflow. It is built for workflows that start without a contact, such as those triggered by an Inbound...
- Tag and Untag Contacts Automatically with Workflow ActionsTags are the quickest way to label where a contact is in your process. The Add Contact Tag and Remove Contact Tag actions keep those labels accurate without anyone touching the record.
- Log Details to a Record with the Add to Notes ActionAdd to Notes writes a note onto the record that is enrolled in the workflow, creating a lasting trace of what the automation saw or did.
- Switch Do Not Disturb On or Off with the DND Contact ActionThe DND Contact action (found as Enable/Disable DND) controls whether a contact can be messaged, either everywhere or on chosen channels.
- Distribute Contacts to Team Members with Assign To UserThe Assign To User action sets the owner of a contact. With one person it is a fixed assignment, and with several it becomes a rotation.
- Clear the Owner and Manage Followers on ContactsThree small actions in the Contact category help keep ownership and watchers up to date: Remove Assigned User, Add Contact Follower and Remove Contact Follower.
- Remove a Contact for Good with the Delete Contact ActionDelete Contact deletes the contact currently moving through the workflow. It is useful for housekeeping, such as clearing junk sign-ups, and it should be used carefully.
- Clean Up Duplicates Automatically with Merge ContactThe Merge Contact action looks for an existing duplicate of the contact in your workflow and combines them, keeping your records tidy.
- Reward Interest with the Modify Contact Engagement Score ActionThe Modify Contact Engagement Score action adds points to, or subtracts points from, a contact's engagement score. Use it to turn actions like clicks and replies into a number you can sort and segment by.
- Record Outside Phone Calls on the Contact TimelineLog External Call posts calls made in other phone tools into the contact's conversation, so your team sees the full history in one place. It can also carry the recording.
Company, Custom Object & Association Actions
- Look Up a Custom Object Record or Company from Webhook DataFind Object Record (in custom object workflows) and Find Company (in company workflows) search your records using values that arrive with an inbound webhook, so the rest of the workflow knows which record to work on.
- Enroll or Remove Related Records in Another WorkflowWhen a record changes, the people or items linked to it often need to start or stop a sequence too. Add Associated Records to Workflow and Remove Associated Records from Workflow act on those related records instead...
- Link Records Automatically with the Associate Records ActionAssociate Records finds records that match your rules and links them to the record in the workflow, so relationships stay current without manual work. It handles contacts, companies, opportunities and custom objects.
- Create, Update and Clear a Contact's Company in a WorkflowThree actions in contact-based workflows keep a contact's linked company record accurate: Create and Associate Company, Update Associated Company and Clear Associated Company Fields. They only appear in workflows...
- Create, Update and Clear Companies and Their Contacts in Company WorkflowsCompany-based workflows have three companion actions: Create Company or Associated Contact, Update Company or Associated Contact and Clear Fields of Company or Associated Contact. Each asks which kind of record to...
- Manage Custom Object Records Linked to a ContactContact workflows can create, update and clear custom object records, such as installations, warranties or loyalty profiles, that are linked to the contact.
Opportunity & Pipeline Actions
- Add Deals to a Pipeline with the Create Opportunity ActionThe Create Opportunity action puts a new deal into a pipeline for the contact in your workflow.
- Move and Edit Deals with the Update Opportunity ActionUpdate Opportunity changes an existing deal automatically, so pipeline stages, values and statuses stay current without manual edits.
- Locate a Contact's Existing Deal with Find OpportunityFind Opportunity looks for an existing opportunity linked to the contact and makes it the one later steps work on. It is the key to updating, assigning or removing a deal that did not trigger the workflow.
- Delete Outdated Deals with the Remove Opportunity ActionRemove Opportunity deletes opportunities so your pipeline does not fill up with stale or duplicate deals.
- Assign or Unassign Deal Owners in WorkflowsTwo actions control who owns an opportunity: Add Owner to Opportunity and Remove Owner from Opportunity. Both need an opportunity in context, either from an opportunity trigger or an earlier Find Opportunity step. If...
- Keep Teammates in the Loop with Opportunity Follower ActionsFollowers get visibility into a deal without owning it. Add Follower(s) to Opportunity and Remove Followers from Opportunity manage that list automatically.
Messaging & Outreach Actions
- Send Personalized Emails with the Send Email ActionSend Email delivers an email to the contact in your workflow at exactly the point you place it, whether that is a booking confirmation, a reminder or a follow-up.
- Draft Emails Faster with Write with AI in the Send Email ActionInside the Send Email action, the Write with AI button turns a short description into a complete email, subject line included. It works for marketing sends and transactional messages alike.
- Text Contacts at the Right Moment with the Send SMS ActionSend SMS sends a text message to the contact when the workflow reaches that step. It is ideal for reminders, order updates, event changes and time-sensitive offers.
- Alert Your Team with the Internal Notification ActionSend Internal Notification tells your own team about something that just happened, by email, in-app alert, SMS or WhatsApp. It is for staff, not for contacts.
- Ring Your Team First with the Call ActionThe Call action rings a team member, tells them who is on the other end, and only then dials the contact and connects both of them.
- Leave a Pre-Recorded Message with the Voicemail ActionThe Voicemail action delivers an audio file you uploaded as a voicemail to the contact, without a live call. It is good for gentle nudges when a text or email might be missed.
- Create Human-Touch Tasks with Manual SMS and Manual CallSome messages and calls work better coming from a real person. Manual SMS and Manual Call place a task in front of a team member and make the workflow wait until it is handled.
- Reply to Customers on Google Business Messaging from a WorkflowThe GMB action sends a chat message to a contact through your Google Business Profile messaging. It suits contacts who first reached you through your listing.
- Ask for Reviews Automatically with the Review Request ActionThe Review Request action sends a contact a polite request to rate your business, using the message and links configured in your reputation settings.
- Send WhatsApp Messages and Check the 24-Hour WindowTwo actions handle WhatsApp: WhatsApp sends the message, and WhatsApp Customer Service Window Check decides which kind of message is allowed.
- Build Button-Driven Chats with the Facebook and Instagram Interactive Messenger ActionsThe Facebook Interactive Messenger and Instagram Interactive Messenger actions send direct messages with tappable options, so a conversation can branch based on what the person chooses.
- Schedule Follow-Up Work with the Add Task ActionAdd Task creates a task on the contact for a team member, with a due date calculated from the moment the contact reaches the step.
- Send Single-Use Booking Links with a WorkflowA one-time booking link is a unique scheduling link that stops working once it has been used. The Generate One Time Booking Link action creates a fresh one for every contact who reaches it.
AI & Integration Actions
- Hold an AI-Led Conversation Inside a WorkflowThe Conversation AI action asks a contact a question, lets an AI continue the chat, and then sends the contact down a path that matches what they said. It is useful for qualifying leads, collecting a missing detail,...
- Let an AI Booking Bot Schedule Appointments from a WorkflowThe Appointment Booking Conversation AI action chats with a contact, offers open times from a calendar you choose, and books the slot they pick. The workflow then continues based on what happened.
- Pause the Chat Bot and Launch Workflows After a BookingWhen a contact books an appointment through your AI chat bot, you often do not want it to keep talking, and you may want an automation to start. Two settings in the bot's appointment booking configuration cover both.
- Generate AI Replies with the OpenRouter ActionOpenRouter gives you access to many AI models through one connection. Its Generate Response action sends a prompt to the model you pick and stores the answer so later steps can use it.
- Use Mistral Models for Text, Embeddings and ImagesThe Mistral actions let a workflow call Mistral language and vision models with your own API key. They are in beta, so test before relying on them for customer-facing messages.
- Write Custom Code Faster with Build with AIInside the Custom Code action, Build with AI drafts JavaScript from a plain description. It writes code for one step. It does not build a whole workflow.
- Connect Linear to Workflows for Issues and Customer RequestsThe Linear integration lets your workflows create and update issues, and lets Linear activity start workflows. It is a good bridge between customer-facing teams and product teams.
- Send Instant Audit Reports to New ProspectsThe Generate Marketing Audit Report action builds an audit for a lead and gives your workflow two values you can drop into the follow-up message, so the prospect receives something useful within moments.
- Check Email Addresses Before Sending with Email VerificationThe Email Verification action checks whether a contact's email looks deliverable before your workflow emails them. Fewer bounces help protect your sender reputation.
Internal Tools & Flow Control
- Jump Contacts Ahead with the Goal Event ActionThe Goal Event action watches for something a contact does and, the moment it happens, moves them past the waiting steps instead of making them walk through every one. It is the cleanest way to stop a nurture...
- Send Contacts Back or Across with the Go To ActionGo To moves a contact from one place in a workflow to another step. Use it to loop back, merge branches or skip ahead, without copying the same steps again.
- Pause Contacts for a Delay, a Date, a Schedule or an AppointmentThe Wait action holds each contact until the moment is right. This article covers the time-based wait types. Wait-for-reply and condition waits are covered separately.
- Hold Until a Reply, a Click or a Rule Is MetBesides time, the Wait action can pause contacts until something happens. Each option can have a Timeout, so no one waits forever.
- Split Contacts into Paths with the If/Else ActionIf/Else checks each contact against rules you define and sends them down the matching path. It is the main decision tool in a workflow.
- Compare Live Values and Company Fields in If/Else ConditionsIf/Else can compare a field to something that changes, not just to a number or word you typed in. This article covers dynamic values and company fields.
- Move Contacts Between Workflows with Add to Workflow and Remove from WorkflowThese two actions hand contacts from one automation to another, which keeps each workflow short and focused.
- Anchor Reminders to an Event with Set Event Start DateSet Event Start Date/Time gives the workflow a reference date for a webinar, appointment or any dated moment. Later Wait steps can then count forward or back from it.
- Test Ideas by Splitting Contacts Randomly with the Split ActionThe Split action sends contacts down different paths in percentages you choose. It is the simplest way to A/B test emails, texts or follow-up timing.
- Release Contacts in Batches with the Drip ActionThe Drip action pushes contacts through a workflow in controlled batches instead of all at once. It protects your sending reputation and keeps large lists from flooding your team or channels.
- Pick, Filter and Total Lists with the Array FormatterSome data arrives as a list: the products in an order, rows in an API response, or items returned by a custom webhook. Array Formatter extracts what you need from that list without any code.
- Clean Up Numbers, Phones and Currency with the Number FormatterThe Number Formatter action converts values captured by forms or integrations into a consistent, usable shape. It runs on a field you choose and saves the result so later steps can reference it.
- Change Stored Custom Values on the Fly with Update Custom ValueUpdate Custom Value replaces the content of one of your custom values during a workflow, so every message that uses it from then on shows the new text. Typical examples are a calendar link, a promo code or a discount...
- Reuse Steps by Copying Actions Between WorkflowsInstead of rebuilding the same follow-up sequence again and again, copy it from one workflow and paste it into another.
AI Actions
- Route Contacts with Plain-English Rules Using AI Decision MakerThe AI Decision Maker action lets you describe, in ordinary sentences, where contacts should go next. Instead of stacking many If/Else conditions, you write the routing logic once and the AI picks the matching branch...
- Branch on Customer Sentiment with AI Intent DetectionAI Intent Detection reads a piece of text and sorts it into one of three outcomes: Positive, Negative, or None. The workflow then splits into three matching branches so you can respond appropriately to happy,...
- Shorten Long Text with the AI Summarize ActionAI Summarize condenses long text into a short version of a length you choose. It keeps the key points, drops repetition, and hands the result to the next step as a variable. It is a premium action, so each execution...
- Send Messages in the Contact's Language with AI TranslateThe AI Translate action converts text from one language to another inside a workflow, so you can write your message once and deliver it in whatever language each contact prefers.
- Pull Structured Fields Out of Messy Text with AI Extract DataMany useful details arrive buried in free text: an email from a lead provider, a long SMS, a webhook payload, or an AI response. The AI Extract Data action reads that text and returns clean, named values your...
- Turn Incoming Emails into Data with the AI Email ParserThe AI Email Parser action is built for one job: reading the email that started your workflow and extracting the details you care about, such as name, phone number, budget or order number. It is a premium action with...
- Create Images Automatically with the AI Image Generation ActionThe AI Image Generation action turns a text prompt into a finished picture inside your workflow. The image is saved to your Media Storage at a public link, so later steps can attach it to emails, texts or social...
- Read and Describe Images with the AI Analyze Image ActionAI Analyze Image gives a workflow the ability to look at a picture and answer your question about it in text. Use it to read text from screenshots and receipts, describe photos, list what is visible, or verify that...
- Assign a Conversation AI Bot to a Contact from a WorkflowThe Update Conversation AI Bot and Status action decides which Conversation AI bot talks to a particular contact, and whether that bot is switched on or off. Use it to hand each person to the right bot at the right...
Appointment, Payment & Document Actions
- Change an Appointment's Status AutomaticallyThe Update Appointment Status action sets the status of an appointment from inside a workflow, so your calendar and reports stay accurate without manual clicking.
- Charge a Customer Once with the Stripe One Time Charge ActionThe Stripe One Time Charge action bills a fixed amount to an existing Stripe customer whenever a workflow reaches it. It suits pay-per-event models such as a fee per qualified lead, per booked consultation or per...
- Send Estimates Automatically from a WorkflowThe Send Estimate action builds an estimate from one of your estimate templates and delivers it to the contact by email, text, or both. Use it to send proposals the moment a lead reaches the right stage, with...
- Send One-Time Invoices Automatically from a WorkflowThe Send Invoice action creates a one-time invoice from a template and delivers it to the contact when the workflow reaches that step. It ties billing to real events such as a won deal, a completed form or an...
- Bill on a Schedule with the Send Recurring Invoice ActionSend Recurring Invoice sets up a repeating billing schedule for a contact straight from a workflow. It fits memberships, retainers, coaching packages, installment plans and annual renewals.
- Create and Send Contracts Automatically from a WorkflowThe Send Documents & Contracts action generates a document from one of your templates for a contact and either sends it immediately or saves it as a draft for someone to review. It is ideal when many people close...
Affiliate & Membership Actions
- Turn Contacts into Affiliates and Manage Their StatusTwo workflow actions handle the start and end of an affiliate's life in Vendi Today: Add To Affiliate Manager and Update Affiliate.
- Enroll Affiliates in Campaigns or Remove Them AutomaticallyAffiliate campaigns define which products you promote and what commission affiliates earn. Two actions keep campaign membership current without manual work: Add To Affiliate Campaign and Remove From Affiliate Campaign.
- Give or Remove Course Access Automatically with Offer ActionsTwo membership actions manage who can enter a course: Course Grant Offer enrolls a contact, and Course Revoke Offer takes access away. Both work through offers, so access follows whatever product the offer is...
Call & Social Messaging Actions
- Speak or Play a Message to Callers with the IVR Say/Play ActionIn a phone menu workflow, Say/Play is how you talk to callers. It either reads text aloud using a synthetic voice or plays an audio file you upload. Use it for greetings, announcements, instructions and goodbyes.
- Collect Keypad Choices with the IVR Gather Input ActionGather Input On Call asks the caller to press keys on their phone and then branches the workflow based on what they pressed. It is the heart of any "Press 1 for Sales, press 2 for Support" menu.
- Let Callers Leave a Message with the Record Voicemail ActionThe Record Voicemail (IVR) action captures a spoken message from a caller during a phone menu. Use it as an option in your menu or as the fallback when nobody is available.
- Show a Familiar Local Number with Local Presence DialingContacts answer calls from numbers that look local far more often than from unfamiliar ones. Local Presence Dialing automatically picks the best available outbound caller ID from your phone numbers, based on where...
- Message Contacts on Facebook Messenger and Instagram DM from WorkflowsThe Messenger and Instagram DM actions send a direct message to a contact on those platforms. They behave the same way and share one rule: the contact must have messaged your connected page or account within the last...
Integration, Webhook & Data Actions
- Send Custom Events to Google Analytics from a WorkflowThe Google Analytics action fires a custom event into your Google Analytics property whenever a workflow reaches it. This lets you measure events that happen inside Vendi Today, such as a booked appointment or a...
- Report Conversions to Google Ads with the Add to Google Ads ActionWhen someone clicks your Google ad and later becomes a lead, books or buys, Google only learns about it if you tell it. The Add to Google Ads action sends that conversion back to your Google Ads account so campaigns...
- Push Contact Data to Another App with the Webhook ActionThe Webhook action sends a package of data from your workflow to a web address you specify, the moment a contact reaches that step. It connects Vendi Today to automation platforms, spreadsheets, databases and custom...
- Anchor Wait Steps to a Date with the Event Start Date ActionThe Event Start Date action sets a reference date and time inside your workflow. Later Wait steps can then count relative to that moment, such as "send a reminder 2 days before" or "follow up 1 week after", instead...
- Clean and Transform Text with the Text Formatter ActionThe Text Formatter action modifies text so it looks right before you send it or save it. Choose a transformation, point it at a field, and use the result in later steps.
Video & Phone Number Triggers
- Follow Up Based on How Much of a Video Was WatchedThe Video Tracking trigger starts a workflow when a viewer reaches a chosen percentage of a video hosted on one of your funnel pages. That lets you respond to genuine interest rather than guessing.
- React to Phone Number Checks with the Number Validation TriggerBefore your first text goes to a number, Vendi Today can check whether the destination is valid and able to receive SMS. The Number Validation trigger starts a workflow based on that result, so you can fix data,...
Workflow Recipes
- Recipe: Send a Free Checklist When Someone Comments on Your Instagram PostThis "comment to get the file" automation rewards followers who comment on a post by sending them a resource privately. Vendi Today includes a ready-made recipe you can start from; this walkthrough explains what each...
- Recipe: Reply to Facebook Comments and Deliver a Free Guide by MessengerUse this recipe when a Facebook post invites people to comment for a free resource. It answers publicly, opens a private chat, and delivers the file, all automatically.
- Recipe: AI-Written Facebook Replies with a DM Only for Positive CommentsThis recipe answers every comment with a reply written by AI, then checks the comment's mood and sends a private message only when it was positive. It keeps conversations personal without pestering unhappy commenters.
- Recipe: Build a Phone Menu (IVR) for Your Business NumberA phone menu greets callers, lets them press a number, and sends them to the right place. You can start from a built-in recipe or build it from scratch.
- Recipe: Turn Lead Notification Emails into Contacts and OpportunitiesMany lead sources only send you an email: a marketplace, a directory, a referral partner. This recipe reads those emails automatically and creates the contact, so no one has to copy and paste.
- Recipe: Score and Follow Up Leads by Video Watch TimeIf you use a video on a funnel page, such as a sales presentation or webinar replay, watch time shows who is genuinely interested. This recipe turns it into automatic scoring and follow-up.
- Recipe: Grant Course Access on Purchase and Remove It When It EndsThis recipe gives paying students access automatically and takes it away when a subscription ends, with friendly emails at both moments.
Troubleshooting
- Facebook Conversion API Events Are Not Firing from a WorkflowIf your workflow includes a Facebook Conversion API step and no events appear in your Facebook Events Manager, the cause is almost always how the workflow is being tested or which trigger is used.
- Google Ads Conversions Are Not Showing After a Workflow RunsYou added the Add to Google Ads action, the workflow runs, but Google Ads shows no conversions. Work through these checks in order.
- Messenger or Instagram DM Steps Are Not DeliveringWhen a Messenger or Instagram DM action seems to run but the contact never receives anything, check the following causes, most likely first.
- Invoices or Estimates from a Workflow Did Not Reach the CustomerIf a Send Invoice, Send Recurring Invoice or Send Estimate step ran but the customer says nothing arrived, review these common causes.
- AI Analyze Image Fails or Returns Nothing UsefulThe AI Analyze Image action fetches your image itself from the link you provide. When the result is an error or an empty answer, the cause is usually the link or the prompt.