# Workflow Automation (/docs/marketing/workflows) Workflows let you automate actions that happen in response to booking events — no manual intervention needed. How Workflows Work [#how-workflows-work] A workflow consists of: 1. **Trigger** — the event that starts the workflow (e.g., "Booking Created") 2. **Actions** — what happens when the trigger fires (e.g., "Send confirmation email") Workflows are stored as a visual graph of connected nodes. Each workflow belongs to a specific location and can be enabled or disabled at any time. Workflow Settings [#workflow-settings] | Setting | Description | | --------------- | ---------------------------------------------------------------------- | | **Name** | A descriptive name for the workflow | | **Description** | Optional notes about the workflow's purpose | | **Enabled** | Toggle the workflow on or off without deleting it | | **Graph** | The node-based workflow definition (managed through the visual editor) | Available Triggers [#available-triggers] Booking Events [#booking-events] | Trigger | Event Data | | -------------------------- | ---------------------------------------------------------------------------- | | **Booking Created** | Booking ID, customer, activity, total amount, start/end time, status | | **Booking Status Changed** | Booking ID, old status, new status, changed by, reason | | **Booking Cancelled** | Booking ID, customer, cancelled by, reason, cancellation timestamp | | **Booking Rescheduled** | Booking ID, customer, old start/end time, new start/end time, rescheduled by | | **Booking Reminder** | Fires at a configured time before the booking (e.g., 24 hours before) | Other Events [#other-events] | Trigger | Event Data | | ------------------------ | --------------------------------------------------------------------------------------------- | | **Chat Message Created** | Booking ID, thread ID, sender type (customer or operator), message preview, confirmation code | Available Actions [#available-actions] Send Template (`send_template`) [#send-template-send_template] Send an email or SMS using a pre-built [communication template](/docs/marketing/email-sms-templates). The action automatically loads booking, customer, activity, and location data to fill in template variables. **Configuration:** | Option | Description | | -------------------- | -------------------------------------------------------------- | | **Template** | Select from your active templates | | **Recipient Type** | `customer`, `facilitator`, `admin`, or `custom` | | **Custom Recipient** | An email address or phone number (supports template variables) | Send Survey Email (`send_survey_email`) [#send-survey-email-send_survey_email] Send a post-experience survey email with a unique, tokenized survey link. See [Post-Booking Surveys](/docs/marketing/surveys) for details. Update Booking (`update_booking`) [#update-booking-update_booking] Change a booking's status automatically. For example, auto-confirm bookings or mark them as complete. **Configuration:** | Option | Description | | --------- | --------------------------------------------------------- | | **Field** | The booking field to update (currently supports `status`) | | **Value** | The new value | Add Booking Note (`add_booking_note`) [#add-booking-note-add_booking_note] Automatically add a note to the booking record. Notes are prefixed with `[Workflow]` to distinguish them from manual notes. Supports template variables in the note text. **Configuration:** | Option | Description | | -------- | ---------------------------------------------- | | **Note** | The note text (supports `{{variable}}` syntax) | Webhook (`webhook`) [#webhook-webhook] Send an HTTP request to an external URL when the trigger fires. Useful for integrating with third-party systems. **Configuration:** | Option | Description | | ----------- | ------------------------------------------------------------------------------------------- | | **URL** | The endpoint URL (supports `{{variable}}` replacement) | | **Method** | `GET`, `POST`, `PUT`, `DELETE`, or `PATCH` (defaults to `POST`) | | **Headers** | Custom HTTP headers (values support variable replacement) | | **Body** | JSON body template (supports `{{variable}}` and `{{eventData}}` for the full event payload) | Webhooks have a 30-second timeout and include SSRF protection that blocks requests to localhost and private networks. Create Task (`create_task`) [#create-task-create_task] Create an internal task for follow-up. **Configuration:** | Option | Description | | ---------------- | ----------------------------------------- | | **Title** | Task title (supports variables) | | **Description** | Task description (supports variables) | | **Due In Hours** | Hours until the task is due (default: 24) | | **Priority** | `low`, `normal`, or `high` | Creating a Workflow [#creating-a-workflow] 1. Navigate to **Dashboard > Marketing > Workflows** 2. Click **Add Workflow** 3. Select a trigger event 4. Add one or more actions 5. Configure the action details (which template, timing, etc.) 6. Activate the workflow Visual Workflow Editor [#visual-workflow-editor] Resytech includes a visual node-based editor for building complex workflows. Drag and connect trigger and action nodes to define the flow. The graph is saved as a JSON structure so you can duplicate or export workflows. Execution Tracking [#execution-tracking] Every workflow run is tracked with detailed execution data: | Field | Description | | ---------------------- | ----------------------------------------------------------- | | **Trigger Event Type** | The event that started the execution | | **Trigger Event Data** | The full event payload (JSON) | | **Status** | Current execution status (e.g., running, completed, failed) | | **Started At** | When the execution began | | **Completed At** | When the execution finished (if applicable) | | **Error Message** | Details if the execution failed | Each action within an execution is tracked as a step: | Field | Description | | ----------------- | -------------------------------------------------- | | **Node ID** | The node in the workflow graph | | **Node Type** | The action type (e.g., `send_template`, `webhook`) | | **Status** | Step status | | **Input Data** | The configuration passed to the action | | **Output Data** | The action's result | | **Error Message** | Details if the step failed | View execution history from **Dashboard > Marketing > Workflows** by selecting a workflow and opening its **Executions** tab. Examples [#examples] Booking Confirmation [#booking-confirmation] * **Trigger:** Booking Created * **Action:** Send confirmation email with booking details Pre-Visit Reminder [#pre-visit-reminder] * **Trigger:** Booking Reminder (24 hours before) * **Action:** Send SMS with date, time, and location directions Post-Experience Follow-Up [#post-experience-follow-up] * **Trigger:** Booking Completed * **Action:** Send survey email (after 2-hour delay) Cancellation Notification with Webhook [#cancellation-notification-with-webhook] * **Trigger:** Booking Cancelled * **Action 1:** Send cancellation email to customer * **Action 2:** Fire webhook to external CRM with cancellation data Auto-Add Note on Reschedule [#auto-add-note-on-reschedule] * **Trigger:** Booking Rescheduled * **Action:** Add booking note with old and new times for audit purposes Related How-To Guides [#related-how-to-guides] * [Create a Workflow](/how-to/workflows/create-a-workflow) * [Configure Workflow Triggers](/how-to/workflows/configure-workflow-triggers) * [Test a Workflow](/how-to/workflows/test-a-workflow) * [Monitor Workflow Executions](/how-to/workflows/monitor-workflow-executions) * [Create an Email Template](/how-to/marketing/create-email-template) * [Create an SMS Template](/how-to/marketing/create-sms-template)