Add Tasks and Automations to a Workflow

Templates > Workflows

Open the workflow you want to add to from the Workflows tab. Each section in a workflow can hold tasks (manual steps you tick off) and automations (scheduled actions like "send the deposit invoice 7 days after booking") - this article covers adding both.

Before you start

A few things need to be in place first:

• A workflow to add steps to - see Build a Workflow Template.
• For email automations, the email template you want to send - see Create and Manage Email Templates.

For the structure of sections themselves, see Build a Workflow Template.

Add a task

Tasks are for anything you handle yourself - book a meeting, edit photos, post a delivery.

1. On the workflow's editor, click + Add Task inside the section you want.

1. Pick the task type, name it, and confirm the section.

1. Click Add Task.

Task fields

• Task Name (required) - what the step is.
• Section (required) - which column the task belongs to.
• Task Type (required) - one of:
  • Todo - a generic checkbox-style task.
  • Appointment - a meeting or call you need to schedule.
  • Extra Service - an additional service you're providing on this booking.

Add an automation

Automations are the real power of workflows. Each one is a single scheduled action tied to a date on the booking.

1. On the workflow editor, click + Add Automation inside the section.
2. Fill in the Action Information and Schedule blocks, then click Save Automation.

Action information

• Section (required) - which column the automation belongs to.
• Automation Name (required) - your label for this step.
• Action (required) - what Wendor does when the automation fires. Pick one of:
  • Send Questionnaire
  • Send Email
  • Send Reminder Email
  • Send Contract
  • Send Deposit Invoice
  • Send Final Invoice
• Email Template (required for Send Email and Send Reminder Email) - which email template to send. Defaults to the template assigned in Set Default Email Templates but you can pick any active one.
• Reminder For (required for Send Reminder Email) - what the reminder is about: Contract or Invoice.

Schedule

Decide when the automation fires.

• Schedule Type (required) - Before an event or After an event.
• Based On / Event (required) - the reference date the schedule is measured against. One of:
  • Wedding Date
  • Balance Due Date
  • Deposit Due Date
  • Deposit Paid
• Value (required) - a whole number, 1 or more. The number of units before or after the event.
• Unit (required) - Days or Weeks.

A scheduled line at the bottom of the form summarises your choice in plain language - "3 days before the wedding date", "1 week after the deposit is paid", and so on.

Edit a task or automation

1. Click the task or automation card on the board to open it.
2. Click Edit.
3. Update the fields and click Save Changes.

Move a step

Drag the card by its handle. Within a column to reorder; onto a different column's space to move it. Order matters for your eye but doesn't change firing order - automations fire on the schedule you set, not the position on the board.

Remove a task or automation

Open the card and choose Delete. Confirm in the dialog. The step is removed from this workflow template; existing bookings that already have a copy of this workflow keep their own copy unchanged.