Build your own workflow when no template fits. You pick the trigger, then add steps one after another on a canvas until every path ends.
Before you start
- You need the Super Administrator or Owner role.
- Your salon needs an active subscription.
- You need room under your plan's limit of active workflows. See How workflows work.
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Step 1 of 6
Create an empty workflow
In the sidebar, go to Workflows. Click Create Workflow and choose From Scratch. You can also click the card with the plus sign at the end of your workflow list.
You will see:The editor opens with a single Start Workflow step. The workflow is called (Unnamed Workflow) for now.
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Step 2 of 6
Name the workflow
Click the pen icon next to the name. Enter a Name and, if you like, a Description, then save. Names must be unique in your salon.
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Step 3 of 6
Choose the trigger
Click the Start Workflow step to open Update Start Node. Click the Trigger field, pick a resource such as Appointment or Client, then pick the event, such as Confirmed or Birthday. Click Save.
See Workflow triggers explained to choose the right one.
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Step 4 of 6
Add the next step
Click Add next step below the last step, or use Add Node at the top. Choose a step type:
- Send Notification to message someone. See The Send Notification step explained.
- Wait/Delay to pause before the next step.
- Conditional Split to branch on a condition. It shows two places to continue: Add step (If true) and Add step (If false).
- Send HTTP Request to call another system.
- End Workflow to finish the path.
Click the new step to fill in its settings, then click Save in the dialog.
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Step 5 of 6
End every path
Keep adding steps until each path finishes with End Workflow. A Conditional Split has two paths, so it needs an end on both.
A workflow can't loop back to an earlier step, and each step except Conditional Split leads to exactly one next step.
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Step 6 of 6
Save the workflow
Click Save at the top of the editor.
You will see:A Workflow Updated message. If something is missing, you see Workflow is invalid. Please check the errors. and the step with the problem is marked.
Edit, copy or remove a step
Click a step to open its settings. Right-click a step for more options: Update, Duplicate and Delete. The Start Workflow step can't be duplicated.
Your changes stay on the canvas until you click Save at the top. Saving changes to the steps cancels runs of this workflow that are still in progress, such as runs paused on a Wait/Delay step.
Use variables to make messages personal, like the client's first name or the appointment time. Click Insert Variable in any text field. See Use variables in workflows.
If something is off
Workflow is invalid. Please check the errors.
Look for a step marked with an error. Common causes: a path that doesn't end with End Workflow, a Send Notification step without a recipient, a Wait/Delay step without a duration, or a Conditional Split without a condition.
The workflow is not valid
The server found a problem the editor didn't catch. Check that every Wait/Delay step waits longer than 0 minutes, that each path ends, and that no expression uses blocked code.
The notification content is not valid
A message looks like marketing or spam, or an SMS or WhatsApp message links to a site outside Softalon. Rewrite the text as a transactional message, such as a confirmation or reminder, and save again.
Conditional Split or Send HTTP Request asks you to upgrade
These steps depend on your plan. Conditional Split needs Accelerate or higher, and Send HTTP Request needs Ultimate.
Common questions
A new workflow is active, but it only does something once it has a trigger and saved steps. Turn off its switch on the Workflows page if you want to finish it first.