Email automation
Send a prepared email when a supported event occurs, with record variables keeping client context in the message.
Workflow automations for client work
Automate recurring email and SMS follow-up, task creation, reminders, and team notifications with workflows that can be tested, logged, and monitored.
Simulate every workflow before a live email or SMS can reach a client.
- Run email and SMS automations for client and operational workflows.
- Create tasks, reminders, and internal notifications for a team or individual members.
- Chain unlimited steps with filters and rules defined for your own processes.
- TriggerReadyInvoice activity
Starts when an invoice event happens in the workspace.
- ConditionReadyMatch the right client
Only clients who match the filter continue.
- ActionTest runSend follow-up email and SMS
- + Add step
Unlimited steps with filters and rules.
Review before activatingNo live message is sent during a simulation.
workflow automation software
What is workflow automation software?
Workflow automation software performs repeatable actions when defined business events occur. Workspace369 workflow automations cover email and SMS automation, task creation, reminders, and internal notifications for teams or individual members — with unlimited steps, filters, and rules, tested in simulation and reviewed in execution logs against client-work context.
Product reference
Reviewed July 17, 2026 by the Workspace369 Product Team. Availability can vary by plan, region, and workspace configuration.
Read the automation documentationHow it works
The five parts of every workflow.
Once these building blocks are familiar, every automation — one you write or one from a template — reads the same way.
- 01
Trigger
The event that starts the workflow — something that already happens in Workspace369, like an invoice being sent or a new lead being assigned.
- 02
Condition
A filter that decides which records continue. Only matching records — for example, an invoice still unpaid — move on to the next step.
- 03
Wait
A timed pause between steps, from minutes to days, so follow-up lands when it should instead of all at once.
- 04
Action
What the workflow does next: send an email or SMS, create a task, set a reminder, or post an internal notification.
- 05
Run
One execution of the workflow for one record. Every run is logged with its status, recipients, timing, and trigger context, so you can review what actually happened.
Automation actions
One trigger, five ways to move the work.
Every workflow automation can chain these actions into unlimited steps, with filters and rules defined for individual customization. Email and SMS automations handle client-facing follow-up; tasks, reminders, and internal notifications move the team inside the workspace.
SMS automation
Send a text follow-up or reminder through the same workflow, alongside the email path.
Task creation
Create a task in the workspace with the record context attached, so follow-up work becomes a tracked task, not a mental note.
Reminders
Create a reminder tied to the record, so time-sensitive follow-up is not left to memory.
Internal notifications
Post an internal notification for the whole team or an individual team member when the workflow runs.
Who receives what
Two audiences, one workflow.
Every action a workflow takes lands in one of two places — with the client, or inside your workspace.
What clients receive
Client-facing messages prepared by you, always from templates your team controls.
- Emails for follow-up, reminders, and multi-step sequences
- SMS for time-sensitive nudges and confirmations
What your team sees
Internal work created by the same run, for the whole team or an individual member.
- Tasks with the record context attached
- Reminders tied to the record
- Internal notifications for the team or one member
Built into the operating flow
Build the path, test the logic, and review every run.
Automations connect to clients, inboxes, campaigns, requests, invoices, and team workflows.
- 01
Choose a supported trigger
Start from scheduling, client, invoice, payment, proposal, task, lead, call, or scheduled-time activity already happening in Workspace369.
- 02
Add conditions and actions
Define recipients, then chain unlimited steps with filters and rules for individual customization, each action kept in a clear, reviewable order before activation.
- 03
Test and inspect the result
Run a simulation without sending a live message, then use execution details to review recipients, status, timing, and trigger context.
Supported triggers
Start from events that already happen.
Every workflow begins with one supported trigger. The builder checks trigger support before activation, so a workflow can never start from something the workspace cannot see.
Scheduling
Appointment activity — a booking is scheduled or a meeting is coming up.
Client
Client record activity, such as a new client entering the workspace.
Invoice
Invoice activity, like an invoice being sent to a client.
Payment
Payment activity on an invoice in the workspace.
Proposal
Proposal activity, such as a proposal being accepted.
Task
Task activity across your projects.
Lead
Lead activity, such as a new lead being assigned.
Call
Call activity, like a call ending with an outcome worth following up.
Scheduled time
A time you choose — start the workflow on a schedule instead of an event.
Inside Workspace369
Understand the workflow before and after it runs.
The builder, simulation controls, and execution history are designed as one operating loop, so automation never becomes a black box.Workflow builder
Map the exact trigger, filters, and action order.
Review the workflow path from the event that starts it through every condition and follow-up step before it is saved.
- Supported triggers stay visible before activation.
- Recipients and message actions remain part of the same review.
- Workflows can include unlimited steps with custom filters and rules.
- TriggerReadyProposal accepted
- ConditionReadyClient has an open project
- Action3 actionsSend onboarding email, create a setup task, notify the team
- + Add step
Unlimited steps with filters and rules.
Safe testing
Simulate a run without sending the real message.
Test runs let the team inspect variables, recipients, and workflow readiness before a live email or SMS can reach a client.
- Simulated runs are identified separately from live executions.
- Readiness checks surface unsupported or incomplete setup.
Execution history
See what ran, who it affected, and what needs review.
Workflow Runs separates executions from test runs and keeps the status, recipient, automation, and detailed trigger context available for review.
- Filter live executions and simulated runs.
- Open a run to inspect its saved detail and outcome.
Pre-made templates
Start from sequences that already work.
Pre-made workflow templates cover different industries and common strategies — use one as-is or adjust every step. Each automation is a sequence of triggers, timed waits, conditions, and actions, and every step stays editable, testable, and reviewable.
New Lead Follow-Up Sequence
- 1Trigger: New lead assigned
- 2Wait 5 minutes
- 3Send SMS: Welcome template
- 4Wait 1 hour
- 5If no reply → Send email follow-up
- 6Wait 24 hours
- 7Create callback ticket
Invoice Payment Follow-Up
- 1Trigger: Invoice sent
- 2Wait 3 days
- 3If unpaid → Send email: payment reminder
- 4Wait 4 days
- 5If unpaid → Send SMS reminder
- 6Wait 7 days
- 7Create collections task
Appointment Reminder Sequence
- 1Trigger: Appointment scheduled
- 2Send email: booking confirmation
- 3Wait until 24 hours before
- 4Send SMS: reminder template
- 5Wait until 1 hour before
- 6Send SMS: same-day reminder
- 7Create follow-up task
A run, step by step
Follow one run from trigger to task.
Here is what the New Lead Follow-Up template actually does once it is active — what the client receives, and what your team sees in the workspace.
- The moment a lead is assigned
The trigger fires and a run starts for that lead. The workflow takes over from there — nobody has to remember to follow up.
- Five minutes later
The client receives the welcome SMS your team prepared, with their details filled in from the record.
- One hour later
The workflow checks for a reply. If the client has not answered, it sends the email follow-up; if they have, that branch is skipped.
- The next day
Still no reply? The workflow creates a callback task with the lead's context attached, so a person picks it up from there.
- Any time after
Open Workflow Runs and see exactly what happened: each step, its status, its timing, and the trigger that started it.
Common operating scenarios
Automate repeatable follow-up without hiding the logic.
These examples describe how the feature fits into connected client work. They are product workflows, not promised business outcomes.
Follow up after a client event
Use supported client, scheduling, invoice, payment, proposal, task, lead, call, or timed activity to begin a deliberate email or SMS workflow.
Test before a message goes live
Run a simulation to inspect variables, recipients, trigger support, and workflow readiness without sending the production email or SMS action.
Audit what happened
Review execution status, recipient, timing, automation, and trigger context so the team can distinguish test runs from live workflow activity.
Pairs with Workspace AI
Describe the use case. AI drafts the workflow.
Ask Workspace AI what needs attention — for example, which invoices are unpaid — and it answers from real workspace context, with the safest next step for each. Describe an exact use case, and AI prepares the workflow itself: triggers, waits, conditions, and actions, ready for your review.
You simulate, adjust, and activate. Workflow automations then handle the repeatable work — sending, tasking, reminding — with test runs and execution logs keeping every action reviewable.
Explore Workspace AI
Where it connects
One record can carry the work forward.
Automations connect to clients, inboxes, campaigns, requests, invoices, and team workflows.
Common questions
Automation questions
What actions can a workflow automation perform?
A workflow automation can send an email or SMS, create a task in the workspace, set a reminder, or post an internal notification for the whole team or an individual team member. Each action stays in a clear, reviewable order before activation.
Is there a limit to how many steps a workflow can include?
No. Workflow automations can include unlimited steps, with complexity, filters, and rules defined for individual customization. Simulations and execution logs keep even long workflows testable and reviewable.
Can a workflow include waits and conditional steps?
Yes. A workflow can mix timed waits with conditional steps — for example, pausing for an hour after a welcome SMS and sending an email follow-up only if the client has not replied.
Can Workspace AI create a workflow for me?
Yes. Describe the exact use case and Workspace AI helps prepare the workflow — triggers, waits, conditions, and actions — for your review. You can simulate, adjust, and activate it when it is ready.
Are there pre-made workflow templates?
Yes. Workspace369 includes pre-made workflow templates for different industries and common strategies, such as lead follow-up, invoice reminders, and appointment sequences. Every template step can be adjusted before activation.
Can a workflow be tested before it is activated?
Yes. Workspace369 includes simulated test runs so teams can inspect a workflow without sending the live email or SMS action.
Which events can start an automation?
Supported triggers include scheduling, client, invoice, payment, proposal, task, lead, call, and scheduled-time activity. The builder checks trigger support before activation.
What happens if a workflow is not ready to run?
The builder checks trigger support before activation, and readiness checks surface unsupported or incomplete setup during simulation — before a live email or SMS can be sent.
Can teams review what happened after a workflow runs?
Yes. Workflow Runs keeps live executions and test runs available with status, recipient, timing, and detailed trigger context.
Work from one connected system
Start your first workflow automation today.
Start from a pre-made template or describe your use case to Workspace AI. Simulate every step before a client ever sees a message.
Nothing goes live until you activate it.