How to Create a Workflow
A workflow is an automatic sequence that runs when something happens. This tutorial builds your first one: when a new lead fills a form, the system sends them a WhatsApp reply and tells your team. This is the single most useful automation for any business that gets leads.
What you will learn
- What a trigger and an action are
- How to build a workflow in the visual builder
- How to send an instant reply
- How to notify your team
Before you start
- Have a form or funnel created to capture leads
- Have WhatsApp or email connected
Step-by-step
- 1
Open the workflow builder
Go to Automations and click Create Workflow. Choose a blank workflow. You will see a canvas with a starting point. Everything in a workflow is either a trigger (what starts it) or an action (what happens).
- 2
Add a trigger
Click the starting point and choose Form Submitted as the trigger. Pick the form you want to trigger from. Now every time someone fills that form, this workflow runs.
Start with one trigger and one action. You can always add more steps later.
- 3
Add an instant reply action
Click the plus after the trigger and add a Send WhatsApp or Send Email action. Write a short message, for example: Hi, thanks for your enquiry. This is to confirm we got your message. Someone from our team will reply shortly. Keep it short and human.
- 4
Notify your team
Add another action: Internal Notification. Pick the team member who should be alerted. Now your sales person knows a lead came in the moment it happens, not at the end of the day.
- 5
Save and turn on the workflow
Name your workflow, for example New Lead Instant Reply. Save it, then toggle it on. Test it by filling your own form. You should get the reply and your team should get the notification.
Result
You have a live workflow that replies to every new lead instantly and alerts your team. This one automation alone can stop most lead leakage.
Troubleshooting
The workflow did not run when I tested
Make sure the workflow is toggled on, not just saved. Check that the trigger form matches the form you filled. Off workflows do nothing.
The WhatsApp message did not arrive
Check that WhatsApp is connected and the lead has a valid phone number with country code. WhatsApp only sends to numbers that have WhatsApp.
Best practices
- Reply within the first minute when you can
- Keep the first message short and human, not a brochure
- Always notify a team member, not just the lead
Next steps
- Read Adding a Trigger to learn other starting points
- Read Sending Automated Messages to build sequences
- Read Automating Lead Follow-Up to add follow-up steps
Related tutorials
Frequently asked questions
Does automation replace my sales team?
No. Automation sends the first reply and the reminders. Your team still handles the real conversation. Automation removes repetitive work and helps people respond consistently.
How many workflows can I create?
Unlimited. Every plan includes unlimited workflows and automations.