PLEASE NOTE: HoneyBook's Workflows have changed their name to Automations! They still have all the Workflow functionality you know and love, plus some exciting improvements and, of course, a brand new name.

Each step of your Automation will include an Action and a Trigger. Need more details? You’ve come to the right article.

In this article, we’ll review:


Actions — what they are & what’s available

The action is the event that takes place in a particular Automation step. For each Action, you can choose to:

PLEASE NOTE: The email and document-based actions are customer-facing; your clients will receive whatever it is you choose to send. Tasks, however, are just for your internal use and organization, and will not be visible to your clients anywhere.

The Send an Email Action allows you to select one of your existing email Templates to include in that step of the Automation. Once selected, you can click Preview & Edit > Edit This Email to adjust the language of the email Template for this particular Automation. Any changes you make to the email here will only affect the email in this Automation — it won’t change your original Template!

PLEASE NOTE: Editing an email within an Automation untethers it from its Template, so no edits made to the original Template in the Templates section will be reflected in the Automation. If you opt not to edit the email within the Automation, the selected email will remain tied to its Template. That being the case, if you make changes to the email from within the email Templates section, those changes will be reflected in Automations in which that Template has been left unedited.

The Send a Brochure / Questionnaire Actions allow you to select your document Template of choice (a Brochure or Questionnaire) for that step of the Automation. You’ll also choose an email Template for this step, since HoneyBook documents always need to be sent with an email.

As with the Send an Email Action, you can click Preview & Edit > Edit This Email to adjust the language of the email Template for this particular Automation. At the moment, however, you will not be able to individually edit the document Template for individual Automations.

The Create A Task Action is simply for you! This allows the Automation to add a task to your private Task List, using the Trigger and timing to assign the due date. When the Automation reaches that step and the Trigger occurs, you’ll see the task appear in your Project’s Task List. Your client will not be able to see your tasks.


Triggers — what they are & what’s available

Triggers allow you to dictate which event causes a step in an Automation (the Action) to occur, and when the Action should fire.

For example, you may create a step in an Automation that sends an email (the Action) 3 days after a Contract has been signed (the Trigger).

That being the case, it's easy to make sure that each step of your Automation happens exactly when you want it to — just select the appropriate Trigger to initiate the Action.

You can choose to have your selected Action occur any number of minutes, hours, days, or weeks:

After activating the Automation

The Action will trigger a set amount of time after the Automation has been activated in a Project. An Automation can be activated automatically when a Contact Form is submitted, or you can activate by manually applying it to an individual Project.

Before a Project date / after a Project date

The “Project date” will either be the single date associated with the Project, or the start date (if an end date is set). The Action will trigger a set amount of time before or after the Project date occurs, as it is set in the Project Details.

Before a Project end date / after a Project end date

The “end date” will need to be specified in your Project Details, in conjunction with a start date. If an end date is set, the action will trigger a set amount of time before or after the end date occurs.

PLEASE NOTE: If no end date is set, steps with an "end date" Trigger will be skipped.

After the previous step is complete

The Action will trigger a set amount of time after the previous step in the Automation has completed. This is the only Trigger that is dependent on other steps in the Automation.

After a contract is signed

The Action will trigger a set amount of time after a contract has been signed by a client. If the contract includes multiple signature lines for multiple clients, the Action will trigger after the first signature has been added.

After a questionnaire is submitted

The Action will trigger a set amount of time after a questionnaire has been submitted by a client.

After a brochure is submitted

The Action will trigger a set amount of time after a brochure has been submitted by a client.

After the first payment is made

The Action will trigger a set amount of time after the first payment in a payment schedule has been made in a document. If the payment schedule only contains one payment (versus multiple payments), the Action will trigger after the sole payment. Payment document must be active (i.e. not expired) in order for Trigger to function.

PLEASE NOTE: Manually marking a payment as paid will not activate this Trigger.

After the invoice is paid in full

The Action will trigger a set amount of time after the final payment in a payment schedule has been made in a document. If the payment schedule only contains one payment (versus multiple payments), the Action will trigger after the sole payment. Payment file must be active (i.e. not expired) in order for Trigger to function.

PLEASE NOTE: Manually marking a payment as paid will not activate this Trigger.

If a document contains a recurring payment, Trigger will only occur after the final payment date, IF there is an end date set.

PLEASE NOTE: If your Automation includes BOTH a “first payment” and “paid in full” Trigger AND the Automation is applied to a Project with a single-payment document, both Automation steps will trigger when the sole payment is made.

After a Project has been moved to the “Completed” stage

The Action will trigger a set amount of time after the Project has been moved into the Completed stage in your Project Pipeline. Moving a Project to Completed will need to be done by manually changing the Project stage.


Trigger rules & order of events

Each step in an Automation will fire only once, even if the Trigger applies to multiple documents.

For example, if the Automation includes a “questionnaire submitted” Trigger, and the Project it’s been applied to has had 2 questionnaires sent, the step will only fire on the first questionnaire submitted.

Or, if the Automation has a “first payment” Trigger, it will fire only on the first payment of the first document. If there is a second document in the Project containing payments, the Trigger will not run again.

The order in which steps trigger will depend on the Triggers themselves; since most are not dependent on other Triggers, they may occur in a different order than the steps you have in place!

For example:

Automation Step 1: trigger an Action 1 week after Project date

Automation Step 2: trigger an Action 1 week before Project date

In this case, Step 2 will run before Step 1.

You also may find that one event in HoneyBook triggers multiple Automation steps.

For example, say you’ve set up the following Automation:

Automation Step 1: trigger an Action 1 week after first payment

Automation Step 2: trigger an Action 1 week after Invoice paid in full (i.e. after final payment)

If you apply this Automation to a Project that has a document with only one payment in the payment schedule, both steps will trigger when that single payment is made.

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