With all the things you inevitably have on your to-do list, every bit of automation can help. Workflows allow you to automate tasks in your Project's lifecycle, automatically sending out emails or certain file types at the cadence of your choice—so you don't have to.

Prefer a video walkthrough? We got you. Check it out here.


Setting up your Workflow

1.  From your HoneyBook home page, click the Tools menu. 

2.  Select Workflows from the menu.

3.  Click Create Workflow

HoneyBook Tip: You can create as many Workflow Templates as you'd like!

4.  Click the Workflow title to rename the Template as you see fit—this will make it easy to find when you're adding a Workflow to a specific Project.

5.  Choose the first Action in your sequence. You can choose to:

6.  Select the Trigger—when the Workflow should occur—for the Template. We’ll walk you through how to set up each Trigger and Action below.

7.  Click the Plus button to add another step to the Workflow, if you'd like.

8.  Click Save when you're finished!

 

Triggers

It's easy to make sure that each step of your Workflow 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 days:

  • After activating the Workflow
  • Before a Project date
  • After a Project date
  • After the previous step is complete


Action: Create a Task

Tasks allow you to keep track of all your to-dos, and customize them for your unique Workflow. 

When you select Create Task as an Action, you can edit the task itself and choose how many days into the Workflow you need to complete this task.

 

To create a task through a Workflow:

1.  Select Create Task as your Action.

2.  Name the task as you see fit.

3.  Select your Trigger.

Now, when you apply this Workflow to a Project, the task will appear in the task list for that Project, set for the appropriate date.


Action: Send an Email

Communication is key in building your client relationships, and Workflows allow you to automate a whole lot of that communication. 

When you select Send Email as an Action, you can choose to send any email Template you've created, select when the email should be sent, and decide whether the email should go out automatically, or whether you'd like to review it first.

To send an email through a Workflow:

1.  Select Send Email as your Action.

2.  Choose the email Template you'd like to send.

3.  Select your Trigger.

4.  Select whether this email requires approval before sending.

HoneyBook Tip: If you check Approve before sending, the approval will show up as a task in your Project task list on the day your email should send (according to your Workflow rules). When you check this task off, your email will send right away!

When the selected Trigger date hits, your Action—in this case, an email sending automatically—will occur! The email will appear as though it came directly from you, and will go right to the inbox of the participant(s) associated with the Project or Inquiry to which the Workflow was applied.



Action: Send a Brochure

One of the many file types you can create in HoneyBook, Brochures allow you to compile your services into one beautiful document, from which your client or potential client can choose the services that are of interest. 

When you select Send Brochure as an Action, you can choose to send any Brochure Template you've created, pair it with any email Template you've created, select when the email & file should be send, and decide whether the communication should go out automatically, or whether you'd like to review it first.

To send a Brochure through a Workflow:

1.  Select Send Brochure as your Action.

2.  Choose the Brochure Template you'd like to send.

3.  Choose the email Template you'd like to send along with the file—the Brochure will be attached to the email you select.

4.  Select your Trigger.

5.  Select whether this email & file require approval before sending.

HoneyBook Tip: If you check Approve before sending, the approval will show up as a task in your Project task list on the day your Brochure should send (according to your Workflow rules). When you check this task off, your Brochure will send right away!

When the selected Trigger date hits, your Action—in this case, an email & Brochure sending automatically—will occur! The email will appear as though it came directly from you, and will go right to the inbox of the participant(s) associated with the Project or Inquiry to which the Workflow was applied. The participant(s) can then review your Brochure and select the services that are of interest.


Action: Send a Questionnaire

Another HoneyBook file type, Questionnaires allow you to pose a set of questions to your client to gather more information on them and their Project. 

When you select Send Questionnaire as an Action, you can choose to send any Questionnaire Template you've created, pair it with any email Template you've created, select when the email & file should be send, and decide whether the communication should go out automatically, or whether you'd like to review it first.

To send a Questionnaire through a Workflow:

1.  Select Send Questionnaire as your Action.

2.  Choose the Questionnaire Template you'd like to send.

3.  Choose the email Template you'd like to send along with the file—the Questionnaire will be attached to the email you select.

4.  Select your Trigger.

5.  Select whether this email & file require approval before sending.

HoneyBook Tip: If you check Approve before sending, the approval will show up as a task in your Project task list on the day your Questionnaire should send (according to your Workflow rules). When you check this task off, your Questionnaire will send right away!

When the selected Trigger date hits, your Action—in this case, an email & Questionnaire sending automatically—will occur! The email will appear as though it came directly from you, and will go right to the inbox of the participant(s) associated with the Project or Inquiry to which the Workflow was applied. The participant(s) can then review your Questionnaire and submit answers to your questions, which will save to the Project.



Attach Workflows to your Contact Form

Now that your Workflow is all set up, you can attach it to your Contact Form to ensure that incoming inquiries will automatically be assigned a Workflow based on Project Type.

For example, a Corporate Event inquiry could trigger a Corporate Event Workflow, while a Birthday Party might trigger an entirely different Workflow—which means tailored responses for your clients and less work for you.

To assign specific Workflows to your Contact Form:

1.  Create your Contact Form, making sure that you request the client to select their Project Type.

2.  Find the appropriate Workflow in your list of Workflow Templates.

3.  In the Automate via Contact Form drop-down, choose which Project Type selection will trigger this Workflow.

HoneyBook Tip: When you select Default Workflow, all of your Contact Form inquiries will be assigned the same Workflow.



Apply a Workflow to a Project

If you'd like to manually apply a Workflow to an individual Project, that can be done as well! 

To apply a Workflow to a Project:

1.  From your HoneyBook home page, navigate to the Project to which you'll be applying a Workflow.

  • You can search for a specific Project via the search icon, or select the Projects tab to review your full list of Projects.

2.  In the Project Options tool bar, select Workflow.

3.  This will open your list of Workflow Templates. Click Apply on the appropriate Workflow.

4.  If you'd like, you can edit the Workflow Template for this specific Project by adjusting the email messages that are sent, or deleting steps in the Workflow. Otherwise, you're good to go—the Workflow will be automatically applied!



Workflow Full View

Once you've added a Workflow to a Project, you can always review the steps involved by opening the Workflow Full View.

In the Project Options tool bar of a Project, you'll be able to see the Workflow that you've added. Click Full View to open the list of Actions.

Keep in mind that, for now, steps within this Workflow are triggered according to how they were set in your Workflow Templates, and may be out of order once you apply them to a particular Project. You can remove any steps that are no longer relevant or in the incorrect order.
 
Steps will be gray are in the future, white and checked off are in the present, and orange if they are overdue.





Want to learn more?


Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!

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