Learn how to configure workflow settings — including re-entry rules, time zones, sender details, and execution logs — in the HoopAI Platform.
Workflow settings control how a workflow behaves for each contact who enters it. Proper configuration ensures your automation is personalized, correctly timed, and compliant with your business rules. This guide covers all the key settings available in the Workflow Settings panel.
The Configuring Workflow Settings lesson in the HoopAI Academy
A workflow can be perfectly built with the right trigger and actions, but still behave unexpectedly if the settings are wrong. Re-entry settings determine whether a contact can go through the same workflow twice. Stop On Response determines whether automation pauses when a real conversation starts. Time zone settings prevent messages from arriving at 3 AM. Getting these settings right is what separates professional automation from spam.
Go to Automation > Workflows and open an existing workflow (or create a new one). Look for the Settings tab or gear icon in the workflow builder toolbar.
The Workflow Settings panel in the HoopAI Platform workflow builder
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Configure Allow Re-entry
The Allow Re-entry toggle controls whether a contact can go through the workflow more than once:
Off (default): A contact can only enter the workflow once. If they trigger it again, they are skipped.
On: Contacts can re-enter and go through the workflow again each time the trigger conditions are met.
Enable re-entry for workflows like review requests, birthday messages, or seasonal promotions where repeat execution is intentional.
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Configure Stop On Response
When Stop On Response is enabled, the workflow automatically stops for a contact if they reply to a message sent from this workflow.This prevents sending additional automated messages to a contact who has already responded — keeping your automation from feeling robotic when a real conversation has started.
Enable Stop On Response for all lead follow-up and nurture workflows. When someone replies, it means they are engaged — the last thing you want is an automated message interrupting a live conversation.
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Set the time zone
The Time Zone setting determines when wait steps and time window conditions execute:
Account timezone: All timing is based on your business location
Contact’s timezone: Timing adjusts based on where each individual contact is located
Using contact timezone prevents messages from arriving at inconvenient hours for contacts in different regions.
Setting the time zone in workflow settings for accurate message timing
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Set sender details
Under Sender Details, configure the default:
From name: The name that appears in the From field of emails sent by this workflow
From email: The sending email address — must use your verified dedicated domain
These defaults can be overridden per individual email action within the workflow.
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Enable Mark As Read
Toggle Mark As Read to automatically mark conversations triggered by this workflow as read. This keeps your Conversations inbox clean when high-volume automations are running and prevents the inbox from filling with automated exchanges.
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Review execution logs and enrollment history
From the workflow’s History or Reporting tab, you can access:
Execution logs: Step-by-step record of every action taken for each contact
Enrollment history: Which contacts are active in the workflow, which have completed it, and which exited early
Viewing execution logs and enrollment history for a workflow
For one-time campaigns (like an onboarding sequence), keep re-entry off. For recurring workflows (like birthday messages or quarterly check-ins), enable re-entry so contacts can go through again when the time comes.
Stop On Response and customer experience
Enabling Stop On Response prevents automation from continuing after a contact replies. When someone responds, the automation should stop and a human follow-up takes over — this keeps your communication feeling natural rather than robotic.
Using execution logs for troubleshooting
If a workflow is not behaving as expected, execution logs show exactly what happened at each step for each contact. This makes it easy to identify whether a trigger did not fire, an action failed, or a wait step is still pending.
