Workflows: multi-step automations you build in plain English

Workflows are multi-step automations that follow up with your contacts for you — a whole sequence of texts, emails, waits, and tasks that runs on its own. Where a simple automation is one trigger and one action, a Workflow can be a full campaign: text now, wait two days, and if they haven't replied, text again and make you a call task.

Turning it on

Workflows are an early-access feature, so they may not be switched on for your account yet. If you open Workflows in the left sidebar and see a "not available yet" message, contact us for early access and we'll enable it.

Once it's on, only an owner or admin can build or change a workflow — because workflows can send texts and emails on your behalf, and that costs money and carries compliance rules.

Where it lives

Click Workflows in the left sidebar to see your list. Each row shows the workflow's name, its status (Draft, Active, or Paused), and its on/off toggle.

Every row also has a ⋯ menu for the quick moves: Rename (edit right in place — Enter saves, Escape cancels), Duplicate (makes an editable draft copy, enrollments don't carry over), Pause / Activate, View activity (jumps straight to that workflow's Activity tab), and Delete. Delete always tells you the real stakes first — how many people are actively enrolled and whether the workflow is live — before you confirm.

Two ways to build one

Click New workflow and choose:

1. 1Describe it in plain English. Type what you want — for example, "When I tag a lead foreclosure, text them after 5 minutes, wait 2 days, and if they haven't replied, text again and make me a task." The AI builds the whole thing and drops it onto a visual canvas you can review and tweak.
2. 2Start with a blank canvas and add each step yourself.

Either way you land on the same visual builder.

The visual builder

The builder is a full-screen canvas — your workflow's steps sit as cards on a dotted drafting grid, connected top to bottom. Drag anywhere to pan, scroll or use the corner controls to zoom, and hit the fit button to frame the whole flow.

• Add a step anywhere. Click the + on any connector line to insert a step right there, or click the dashed Add step card at the end of any path. Pick from the searchable step menu and the new card drops in, already selected so you can fill it out.
• Edit a step. Click any card and its settings open in the right-side panel. Text and email steps have one-click merge field chips; tag steps suggest your existing tags.
• Delete a step. Hover a card and click the trash icon (or select it and press Delete). The flow re-connects around it automatically. Deleting an If / else asks what to do with its two paths — keep Yes, keep No, or remove everything under it.
• Duplicate a step. Hover a card and click the copy icon to repeat it right below — handy for follow-up texts.
• Change the trigger. Hover the trigger card and click the swap icon to pick a different starting event; your steps stay put.
• More than one trigger. A workflow can start from up to five different events — select the trigger and click Add. Each extra trigger can join the same steps or start its own path (its own separate chain under the same workflow); you can Detach / re-Join a trigger any time from its panel.
• Copy and paste steps — even between workflows. Select a step and press Ctrl/Cmd+C (or click Copy in its panel), then paste with Ctrl/Cmd+V or pick the copied step from any + menu — settings included. The copy survives switching workflows.
• Sticky notes. Every step can carry a short note for your team (three colors) — it shows right beside the step on the canvas.
• Edit with AI. Click Edit with AI in the toolbar and describe the change — "add a 2-day wait after the first text" — and the builder applies it right on the canvas. Review it, undo it (Ctrl/Cmd+Z), or keep going.
• Undo / redo. Every change can be undone with the toolbar arrows or Ctrl/Cmd+Z.

Drafts save themselves as you build — watch the "Saved" note in the toolbar. Steps that still need something (an empty text message, a missing tag name) get an amber "!" badge and show up in the "to fix" chip in the toolbar; you can save and come back any time. Activate is the strict gate: it lists anything unfinished and only goes live when every step is complete.

Branch on replies

The If / else step's replied field makes the classic follow-up sequence work natively: it starts as false and flips to true the moment the contact texts you back. So text → wait 2 days → If replied? No → text again does exactly what it says. (A Wait is always a full delay — a reply doesn't skip it; it decides the branch when the flow gets there.)

The texting window

In the workflow's details panel, switch on the Texting window to keep text steps inside a daily window (9 AM–8 PM out of the box, in your account's timezone). A text step reached outside the window simply waits until the window opens — the rest of the flow is untouched. Good manners and fewer compliance headaches.

Goals: exit a workflow early

In the details panel, add "Exit early when…" rules — for example, lead status is Under Contract or contact has the tag "won". A contact matching ANY rule leaves the workflow immediately, so nobody keeps getting follow-ups after the deal is done. Exits show up in the step log as Goal reached.

Run it for specific sites only

If you run more than one site, the details panel shows a Sites section listing your main site and each additional site. Leave it on All sites and the workflow runs for leads from every site — each one automatically texted from its own site's number. Pick one or more sites to limit the workflow to just those, so you can run different wording per brand. Leads that came in without a specific site (some manually added or imported ones) count as your main site, so they enroll whenever the main site is included.

See what it's doing: the Activity tab

Switch the toolbar from Builder to Activity to see the workflow working:

• Enrollments — every contact in the workflow, their status (Active, Waiting, Completed), the step they're on, when a waiting step resumes, and a "Replied" badge when they've texted back.
• Step log — every step that ran, was skipped (and why — opt-out, no phone, no email on file…), or failed, with timestamps in your timezone.
• On the canvas, steps that have run show a small results pill (✓ sent · skipped · ✕) so you can spot where contacts drop off at a glance.

The toolbar also shows a live "N enrolled" chip — click it to jump straight to Activity.

• View a contact's exact path. Click View path on any enrollment and the canvas lights up their route — green ✓ for steps that ran, gray for skipped, pulsing amber for where they are right now.
• Minimap. Bigger workflows (8+ steps) get a small overview map in the corner — click it to jump anywhere.

The pieces of a workflow

Every workflow starts from a trigger (you can wire up to five), then runs a sequence of steps top to bottom. Here's the full catalog.

Triggers — what can start a workflow

Contacts & tags

• Tag added — a specific tag lands on a contact (tag a lead foreclosure to launch a fast-response sequence)
• Tag removed — a tag comes off a contact (un-tag hot to start a win-back)
• New contact added — someone is added to your contacts directly (a manual add or a new buyer)

Leads & pipeline

• New lead — any new lead arrives (form, call, text, or manual); you can scope it to a source or situation
• Lead status changed — a lead moves to a pipeline status (say, reaches Appointment Set)
• Lead score crossed — a lead's score rises up through a threshold you set — the moment a lead goes hot
• Funnel submitted — a visitor completes one of your website forms

Opportunities & deals

• New opportunity — an opportunity is created on your pipeline board
• Opportunity stage changed — an opportunity moves to a stage (dragged to Negotiating)
• Deal created — a new deal room is opened — kick off your disposition playbook
• Deal status changed — a deal room moves to a status
• Deal blasted to buyers — a deal was sent to your matching buyer list — follow up or log it
• Transaction stage changed — a closing transaction moves to a stage

Texting & email

• Text reply received — a contact texts your number back; add an optional keyword (like yes or stop calling) to fire only on matching replies
• Opted out (STOP) — a contact texts STOP — tag them, pull them from sequences, alert your team (never text from this one)
• Opted back in (START) — a contact texts START to re-subscribe
• Email reply received — a contact replies to one of your emails

Calls

• Call completed — an answered call finishes (its summary and score come along for later steps)
• Missed call — a call came in and wasn't answered — the classic speed-to-lead moment
• Call qualified (hot) — a call scored at or above a motivation threshold you set — fast-track a hot seller

Contracts

• Contract signed — one signer signs a contract you sent
• Contract completed — every signer has signed and the contract is fully executed — the money moment
• Contract declined — a signer declines — re-engage or update the deal

Tasks

• Task completed — a follow-up task is marked done — advance the pipeline or queue the next task

Steps — what a workflow does

Messaging

• Send a text — from your Texting number, with merge fields
• Send an email — branded as your company, with merge fields
• AI message — the AI writes a personalized text or email for each contact from your plain-English instructions plus that lead's own details (name, address, situation). Same opt-out and balance rules as a normal text — so it never sounds like a blast

Timing & flow

• Wait — pause for a set delay (minutes up to 90 days) before the next step
• Wait until a time — hold until the next specific time of day in your timezone (say, the next 9:00 AM), optionally only on chosen weekdays
• Wait for reply — pause until the contact replies, or a timeout you set passes, then continue — pair it with an If / else on whether they replied
• If / else — branch the flow down a "yes" path or a "no" path based on a condition

CRM updates

• Add tag / Remove tag — tag or un-tag the contact
• Create task — a follow-up on the lead, with a priority and a due date
• Update lead status — move the linked lead along your pipeline
• Create opportunity / Update opportunity stage — open a deal on the board or move it along
• Log deal activity — drop a note on the deal room's activity feed (deal and transaction workflows)

Deal & transaction

• Update deal status — move the deal room to a status (deal and transaction workflows)
• Update transaction stage — move the closing transaction to a stage — flip it to Title opened the moment a contract is executed

Workflow control

• Start another workflow — enroll the contact into a different workflow (hand a finished nurture off to your close sequence)
• Stop a workflow — pull the contact out of a workflow: this one (after a goal) or another

Notifications & integrations

• Notify me — send yourself an internal heads-up: by email (to owners and admins), a chat alert, or both
• Call a webhook — POST the contact and context to an HTTPS URL you control (Zapier, Make, or your own system)

If / else: the conditions you can check

An If / else tests a field on the contact or lead and sends them down the yes or no path. You can check whether a value:

• is / is not / is one of a value (status is Hot)
• contains or starts with some text
• is greater than / at least / less than / at most a number (score is at least 70)
• exists / doesn't exist (did they reply?)

Add several conditions at once and require all of them (AND) or any of them (OR) — so "score is at least 80 or they replied" is a single branch.

Powerful patterns to copy

Speed-to-lead: catch a hot lead before they cool off. Start from Missed call (or New lead) → AI message (a warm text that references why they reached out and asks one question) → Wait for reply (say 30 minutes) → If / else on whether they replied. No → Notify me and Create task so you call them; Yes → Update lead status to Hot. Because the AI writes each text fresh from that lead's details, every one sounds personal.

Sign-to-close: turn a signed contract into motion. Start from Contract completed → Update transaction stage to Title opened → Create task for your closer (open title, collect EMD) → Notify me so you know the second it's executed. Nothing slips through the gap between signature and closing.

Score-based routing: only chase the leads worth chasing. Start from Lead score crossed at 70 → If / else with score is at least 85. Yes → AI message now and Notify me; No → Add tag nurture and Start another workflow (your slow drip). The trigger fires the instant a lead climbs through your threshold, so your hottest leads reach you first.

Business-hours sends: text at 9 AM, not 2 AM. Wherever a text would land at an awkward hour, put a Wait until a time set to 9:00 AM on weekdays right before it. The contact enrolls whenever the trigger fires, but the text waits for the next civil hour in your timezone. (For a blanket rule across every text step, switch on the Texting window in the details panel instead.)

Chain sequences: keep flows small and reusable. End a nurture with Start another workflow to hand the contact to your "under contract" sequence, and use Stop a workflow to pull them out of the nurture the moment they convert. Small, single-purpose workflows are far easier to reason about than one giant one.

Personalize with merge fields

Text steps, email steps, task titles, and activity notes can drop in live details about the contact using double-curly-brace merge fields. Click the merge-field chips in the builder to insert them at your cursor:

So a text like "Hi {{name}}, still thinking about the house on {{address}}?" goes out with the real name and address filled in for each contact.

The AI message step needs no merge fields — it's handed the same details automatically and weaves in whatever fits.

Nothing sends until you activate it

A new workflow is a Draft — it's saved but idle, and no messages go out. When you're happy with it, review it and click Activate. That's the safety gate: draft first, look it over, then turn it live. You can pause an active workflow back to draft any time.

Getting contacts into a workflow

There are two ways contacts get enrolled:

• Automatically, when the trigger happens — a matching new lead, tag, or status change enrolls that contact on its own once the workflow is active.
• In bulk, by enrolling a saved segment. Pick a tagged list and enroll everyone on it in one go (a workflow must be active before you can bulk-enroll).

What it costs

The workflow feature itself doesn't add a charge, but text steps draw from your Texting balance — the same prepaid balance you top up for messaging sellers directly. Each text a workflow sends costs the same small per-message amount. Email steps and all the other steps are free.

Texting rules still apply

A Send a text step only works when Texting is active on your account, and it follows every opt-out and consent rule automatically:

• If a contact has opted out (replied STOP), or is a cold/unverified contact (like an imported public-records owner who never opted in), the text step is skipped for them — the rest of the workflow still runs.
• Texts go out from your own Texting number, and STOP/HELP handling is enforced for you.

If you haven't set up Texting yet, see the Texting sellers help article first.

Ready-made templates from the Marketplace

Don't want to start from scratch? Install a proven workflow from the Marketplace:

• Foreclosure Fast-Response — texts a tagged foreclosure lead right away, follows up in 2 days, then makes you a high-priority call task
• Probate Nurture — a gentle, respectful ~14-day sequence for probate leads
• New Lead Speed-to-Lead — an instant reply text and an urgent call task within minutes of any new lead
• Missed-Call Text-Back — an instant text-back and urgent call task the moment a call goes unanswered, with a friendly follow-up a few hours later
• Appointment Confirmation & Prep — confirms a new appointment by text and email, alerts you, and creates a prep task (timed reminders come from your calendar's own reminder settings)
• No-Show Rescue — when a lead misses an appointment, sends a warm reschedule text with a booking link, then a follow-up task two days later
• Dispo Blast Follow-Up — after you blast a deal to buyers, logs it, alerts you to watch for replies, tasks you to work them, and sends the seller a reassuring update

Each installs as a draft so you can review it — and edit the wording to sound like you — before you activate it.