Skip to main content
A workflow is a series of actions the HoopAI Platform performs automatically when a specific event occurs. Workflows help you nurture leads, onboard new clients, send reminders, follow up after purchases, and much more — all without manual intervention. Go to Automation in the left sidebar and select the Workflows tab. This is your workflow homepage, showing all workflows created by you and your team.

​
The workflows list

The workflows table shows:
ColumnDescription
NameThe workflow’s title
StatusDraft or Published
Total enrolledAll contacts ever enrolled
Active enrolledContacts currently moving through the workflow
Last updatedDate of the most recent change
Created onOriginal creation date
StatsDelivered, opened, clicked, replied, bounced metrics
Use the Search bar to find a workflow by name. Use Advanced Filters to narrow by status, folder, or other criteria. Sort by Recent (latest updates first) or List (alphabetical by folder).

​
Creating a workflow

1

Click + Create Workflow

From the Workflows tab, click the + Create Workflow button.
2

Choose a starting point

Select from six options:
  • Start from scratch — blank canvas, add your own triggers and actions
  • Build using AI — describe what you need and AI generates a workflow
  • Select from template — browse pre-built workflow recipes
  • Import from a campaign — convert an existing campaign into a workflow
  • Company-based workflow — manage changes in company objects
  • Custom object-based workflow — manage changes in custom object associations
3

Add a trigger

Click + Add New Trigger to choose the event that starts the workflow. You can add multiple triggers to the same workflow.
4

Add actions

Click the + icon after your trigger to add actions. Each action runs in sequence after the previous one completes.
5

Save and publish

Click Save to preserve your changes. Toggle the workflow from Draft to Published to make it live.

​
Organizing with folders

Keep large workflow libraries organized by creating folders:
  1. Click Create Folder, enter a name, and click Create.
  2. Drag workflows into folders, or use the three-dot action menu on any workflow to Move to Folder.
  3. Folders can contain subfolders, and you can set Manage Permissions to control who can access workflows inside a folder.
Folder actions (three-dot menu on a folder):
  • Rename folder — change the folder name
  • Move to folder — nest this folder inside another
  • Delete folder — permanently remove the folder
  • Manage permissions — define user access

​
Workflow actions menu

Each workflow has a three-dot action menu with the following options:
ActionDescription
Edit workflowOpen the workflow builder
Rename workflowUpdate the workflow name
Open in new tabOpen the builder in a new browser tab
Draft/PublishToggle between draft and live states
Move to folderRelocate to a folder
Duplicate workflowClone the workflow
Copy to sub-accountPush a copy to another account
Delete workflowPermanently delete the workflow
Bulk actions: Check the boxes next to multiple workflows to move, publish, draft, or delete them all at once.

​
Build using AI

Outside the Create Workflow button, click Build using AI to open a prompt window. Describe the automation you need in plain language and Hoop will generate the workflow within seconds — ready for you to review and customize.

​
Needs review

The Needs Review section lists workflows with unresolved errors from the past 30 days. After investigating an error, mark it as read to clear it from the list.

​
Deleted workflows

The Deleted section shows workflows removed in the past 30 days. You can restore any deleted workflow from here before the 30-day window closes.
Name your workflows descriptively. For example, “Missed Call Text-Back” is clearer than “Workflow 1” when managing dozens of automations.
Last modified on March 4, 2026