Workflows¶

The automations working behind the scenes — what they do and when they run.

A workflow is a set of automatic actions that fires when something specific happens. Think "if a lead fills out the opt-in form, send them a welcome email, wait 5 minutes, create an opportunity in New Lead, tag them with their source."

You have 9 workflows in your account, all currently in Draft mode (paused). When you're ready to go live, you publish them one at a time on your schedule.

Your workflows¶

#	Workflow	What it does	Trigger
1	New Lead Nurture	Welcomes new leads from the opt-in form, creates an opportunity, tags them	Form submitted
2	Appointment Confirmation + Reminders	Confirms an appointment, sends reminder day-before	Appointment booked
3	Appt No Show	Follow-up email if a customer doesn't show	Appointment marked as No-Show
4	New Sale - Review Request	Asks for a Google review 24h after job is Completed	Opportunity moved to Won + Job Status = Completed
5	Long-Term Nurture	Email every 2 weeks for 8 weeks for "not now" leads	Opportunity moved to Lost OR contact tagged for nurture
6	Stale Leads	Marks abandoned opportunities after 7 days of no activity	Opportunity inactive 7+ days
7	Missed Call Text-Back	Auto-text after a missed call (PARKED — A2P approval pending)	Missed inbound call
8	[ARCHIVE] RevStack Welcome Sequence	Legacy workflow from initial setup — archived	(none — won't fire)
9	Reactivation Sequence	3-touch sequence for waking up past customers	Manual enrollment by your team

Draft vs Published — what it means¶

Draft: the workflow exists, you can edit it, but it doesn't fire on triggers. Nothing happens to contacts even if the trigger condition is met.

Published: the workflow is live. As soon as a trigger fires, the workflow runs.

When you're ready to launch a specific workflow, switch it from Draft to Published.

You don't need to publish all of them at once. Start with one or two, see how they perform, then publish more.

Recommended publishing order¶

When you're ready to launch, do them in this order:

Week 1:

Appointment Confirmation + Reminders (workflow 2) — lowest risk, highest immediate value
New Lead Nurture (workflow 1) — fires on new opt-ins

Week 2:

New Sale - Review Request (workflow 4) — fires when you mark a job Completed
Appt No Show (workflow 3) — fires automatically on no-shows

Week 3-4:

Stale Leads (workflow 6) — marks abandoned opportunities cleanly
Long-Term Nurture (workflow 5) — fires on Lost opportunities

When YOU decide:

Reactivation Sequence (workflow 9) — fires when YOU enroll past customers manually. See Reactivation Playbook for the 3-stage launch plan.

Park for now:

Missed Call Text-Back (workflow 7) — depends on SMS A2P approval (in progress)
[ARCHIVE] RevStack Welcome Sequence — leave archived

How to publish a workflow¶

Web app → Automation → Workflows
Click the workflow you want to publish
Read through the steps to confirm you know what's about to happen
Top right corner — toggle Draft → Published
Confirm

Published workflows fire immediately on the next matching trigger. If a lead comes in 30 seconds after you publish "New Lead Nurture," the welcome email goes out right then.

How to pause a workflow¶

Same path — Web app → Automation → Workflows → click the workflow
Toggle Published → Draft
Confirm

Any contacts mid-flight in the workflow stop within 5 minutes. No more emails go out for them. If you re-publish later, they don't resume — you'd need to re-enroll them.

How to see who's in a workflow¶

Open the workflow → Enrolled Contacts or History tab. Shows:

Who's currently in it (and at what step)
Who's been through it (and the outcome)
Total enrollments over the workflow's lifetime

Use this to verify the workflow is firing on the right people. Especially the first few days after publishing.

How to enroll contacts manually¶

Some workflows fire automatically on triggers (form submitted, appointment booked, etc.). Others — like the Reactivation Sequence — only fire when YOU enroll contacts.

The Reactivation Sequence uses a tag-based trigger: applying the tag reactivation-enrolled to a contact starts the workflow for them.

To enroll a list of contacts:

Filter your Contacts list to the people you want to enroll
Select all (or a subset)
Bulk action → Add Tag → enter reactivation-enrolled
Confirm

The workflow fires for each contact within minutes of the tag being applied.

To remove someone from a tag-triggered workflow: remove the tag from their contact. They'll exit within 5 minutes.

What if I'm stuck?¶

Stuck moment	Fix
"I published a workflow and nothing's happening"	Check the trigger — did it actually fire? Filter the workflow's Enrolled Contacts tab to see if anyone entered. If zero, the trigger condition isn't being met.
"A workflow fired on someone it shouldn't have"	Pause the workflow immediately (toggle to Draft). Tell Kevin so we can review the trigger condition.
"I want to test a workflow before publishing"	Create a fake contact (use your own email), enroll them manually, see what happens. Then disenroll and clean up.
"I want to change the timing of a wait step"	Open the workflow → click the wait step → change the duration → save → workflow auto-updates. If currently published, affects new enrollments only.
"I want a new workflow built"	Tell Kevin. Describe what should trigger it and what should happen. We'll build it in Draft and walk you through it before publishing.

A note on the Reactivation Sequence (Workflow 9)¶

This one is special. Most workflows fire on automatic triggers (form submitted, appointment booked, etc.). Reactivation only fires when you decide to enroll past customers in it.

This is intentional. You don't want to accidentally send marketing emails to 746 past customers just because someone published the wrong workflow. You enroll deliberately, on your timeline, in stages.

Read the Reactivation Playbook for the recommended 3-stage launch plan.

Video walkthrough¶

A video walkthrough of workflows lives here once we wire it in.

Last updated: 2026-06-01 by Kevin / RevStack