Workflows
Core concepts and getting started with your first workflow
Workflow builder
Navigate the drag-and-drop canvas, steps panel, and builder settings
Workflow triggers
Over 100 triggers including contacts, appointments, payments, and social media
Workflow actions
Send messages, update records, charge payments, and integrate with third-party apps
Workflow recipes
Pre-built workflow templates you can copy and customize
Advanced workflow builder
If/Else branching, math operations, AI actions, and premium integrations
Premium actions
Advanced actions for AI, integrations, and data operations
Trigger links
Links that fire CRM actions when clicked inside emails or SMS
Workflow troubleshooting
Debug failed steps, review execution logs, and fix common errors
SMS campaigns
Send bulk SMS messages to contact lists with personalization
Zapier integration
Connect HoopAI to thousands of apps via Zapier
Enrollment settings
Control how contacts enter and re-enter workflows
Wait actions
Pause workflows until a condition is met or a time has elapsed
If/Else conditions
Branch workflow paths based on contact data, events, or time
Goal events
Skip ahead in a workflow when a contact achieves a defined goal
Workflow history
View the full execution history for any contact in a workflow
Workflow statistics
Track enrollments, completions, and action-level performance metrics
Inbound webhooks
Trigger workflows from external systems using webhook payloads
Custom webhooks
Send data from workflows to external systems via HTTP requests
Make integration
Connect HoopAI to Make (formerly Integromat) scenarios
Workflow folders
Organize workflows into folders for easier management
Workflow templates
Save and share reusable workflow templates across accounts
Drip sequences
Send time-spaced content sequences to nurture contacts over time
Getting started
Create your first workflow
Go to Automation > Workflows and click Create Workflow. Start from scratch or choose a recipe to get a pre-built template.
Add a trigger
Click Add New Trigger and choose what event starts the workflow — such as a form submission, appointment booked, or contact tag added.
Build your action sequence
Add actions in sequence — send an SMS, wait a set time, check an If/Else condition, update the contact, or call an external webhook.
Test before going live
Use the Test Workflow button to manually fire the workflow for a specific contact. Review the execution log to confirm every step ran correctly.
Frequently asked questions
What is a workflow?
What is a workflow?
A workflow is a sequence of automated actions that runs when a specific trigger event occurs. For example, when a contact books an appointment (trigger), the platform can automatically send a confirmation SMS, tag the contact, and notify your team (actions) — all without manual effort.
How many triggers can a workflow have?
How many triggers can a workflow have?
A single workflow can have multiple triggers. Each trigger can have its own filters so the same workflow handles different entry conditions while running the same action sequence.
Can a contact enter the same workflow more than once?
Can a contact enter the same workflow more than once?
Yes, if the workflow’s re-entry setting is enabled. This is useful for recurring automations such as appointment reminders or birthday messages. By default, re-entry is disabled so a contact only runs through a workflow once.
What is the difference between Draft and Published?
What is the difference between Draft and Published?
A workflow in Draft mode will not fire even if a trigger event occurs. Only Published workflows are active and processing contacts. Switch a workflow to Draft when you need to make changes, then republish when ready.
How do I test a workflow before going live?
How do I test a workflow before going live?
Use the Test Workflow button in the builder to manually trigger the workflow for a specific contact without waiting for a real event. Review the execution logs immediately after to confirm every step ran as expected.
What is the difference between a drip sequence and a workflow?
What is the difference between a drip sequence and a workflow?
A drip sequence is a series of messages spaced out over time, typically used for nurture campaigns. A workflow is more general — it can include branching logic, CRM updates, webhooks, and conditional paths. Drip sequences are often built inside workflows using Wait actions between message steps.