Beyond the built-in templates, you can create workflows with custom trigger and condition combinations. This reference covers all available trigger types and how to combine them.
Available Triggers
Client Lifecycle Triggers
| Trigger | Fires When |
|---|---|
| Client Connected | A client accepts your invitation |
| Client Disconnected | A client disconnects from your practice |
| Engagement Score Changed | A client's score crosses a threshold (up or down) |
| Plan Changed | A client upgrades or downgrades their subscription |
Data Triggers
| Trigger | Fires When |
|---|---|
| Snapshot Recorded | A client records a new policy snapshot |
| Snapshot Stale | A client's most recent snapshot exceeds a configured age |
| Policy Added | A client adds a new policy to their account |
| Loan Draw Recorded | A client records a new policy-loan draw |
| Deployment Created | A client adds a new capital deployment |
Pipeline Triggers
| Trigger | Fires When |
|---|---|
| Deal Stage Changed | A deal moves to a specified stage |
| Deal Created | A new deal is added to the pipeline |
| Deal Won | A deal is marked as won |
| Deal Lost | A deal is marked as lost |
| Deal Stale | A deal hasn't moved stages within a configured period |
Adding Conditions
Conditions narrow which clients or deals the workflow applies to. You can combine multiple conditions — all must be true for the workflow to execute.
| Condition Type | Options |
|---|---|
| Client plan | Starter, Builder Pro |
| Engagement band | Active, Moderate, Low, Inactive |
| Client tenure | Less than / more than X days |
| Policy count | Less than / more than X policies |
| Referral source | Specific referral code |
| Pipeline stage | Specific stage name |
| Assigned team member | Specific team member |
Building a Custom Workflow
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Go to Smart Lists & Workflows → Workflows → New Workflow.
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Click Start from Scratch (instead of choosing a template).
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Select a trigger from the dropdown.
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Add conditions (optional) — click Add Condition and configure each one.
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Add actions — click Add Action and choose what happens (create reminder, add note, move deal).
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Name the workflow clearly (e.g., "Flag stale deals after 14 days").
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Toggle to Active and Save.
Action Types
| Action | What It Does |
|---|---|
| Create Reminder | Adds a reminder to your inbox with configurable text and due date |
| Add Client Note | Creates a note on the client's profile with configurable content |
| Move Deal | Moves a pipeline deal to a specified stage |
| Notify Team Member | Sends an in-app notification to a specific team member |
Each workflow can have multiple actions. Actions execute in sequence — the first action completes before the second begins. There is typically a few seconds between each action.
Workflow Limits
| Plan | Active Workflows |
|---|---|
| All paid plans | 25 active workflows |
If you need more than 25 active workflows, archive workflows you're no longer using to free up slots.