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Workflows

Build multi-step care pipelines to track people through processes like new member follow-up, baptism preparation, or volunteer onboarding.

Workflows let you create multi-step care pipelines to track people through any process your church needs. Each workflow is displayed as a Kanban board where people (represented as cards) move through a series of steps from start to completion. Common uses include new member follow-up, baptism preparation, volunteer onboarding, and pastoral care pipelines.

Note

Not sure whether you need a Workflow or a Task? Workflows track people through multi-step processes, while Tasks track action items your team needs to complete. See Tasks vs Workflows: Which Should I Use? for a detailed comparison.

Key Concepts

  • Workflow Template - The definition of a pipeline, including its name, description, trigger type, and ordered list of steps.
  • Steps - The sequential stages a person moves through. Each step can have a name, description, due date offset, and assigned people or .
  • Cards - Each person in a workflow is represented by a card. Cards track the person's current step, status, due date, and how many days they have been at their current step.
  • History - Every action on a card (entering a step, completing a step, adding a note, removal) is recorded with a timestamp and who performed it.

Permissions

Workflow access is controlled by three levels within the Workflows permission group:

  • workflows.view - View workflows, the Kanban board, card details, and history.
  • workflows.operate - Add people to a workflow, move cards between steps, complete cards, remove cards, and add notes.
  • workflows.manage - Create, edit, and delete workflow templates and steps. Manage step assignees and reorder steps.

Note

Workflows require a subscription tier that includes the Workflows feature. If you do not see the Workflows tab under People, your plan may not include this feature.

Creating a Workflow

1

Navigate to Workflows

From the in your , click on the Workflows tab. You will see a list of all existing workflow templates with their step counts, active card counts, and completed card counts.
2

Click Create Workflow

Click the Create Workflow button. A dialog will appear with fields for the workflow name, an optional description, and a trigger type.
3

Configure the trigger

Choose how people enter this workflow:
  • Manual only - People are added to the workflow by an admin using the Add Person button on the Kanban board.
  • When a form is submitted - People are automatically enrolled into the workflow when they submit a specific form. You will be prompted to select which form triggers enrollment.
4

Save the workflow

Click Create Workflow. The new workflow template is created but has no steps yet. You will need to add steps before people can be enrolled.

Tip

You can edit a workflow's name, description, and trigger settings at any time from the workflow board page using the Edit button.

Managing the Workflow List

The workflow list page displays each workflow as a card showing the workflow name, active/inactive status badge, trigger type (if form-triggered), step count, active card count, and completed card count. Each card has a three-dot menu with the following options:

  • Edit - Open the edit dialog to change the name, description, or trigger settings.
  • Activate / Deactivate - Toggle the workflow between active and inactive. Inactive workflows will not accept new form-triggered enrollments.
  • Delete - Permanently remove the workflow along with all its steps, cards, and history. This action cannot be undone.

Adding Steps to a Workflow

1

Open the workflow board

Click on a workflow card from the list to open its Kanban board view.
2

Click Manage Steps

Click the Manage Steps button in the header. This opens a two-column layout with a step sidebar on the left and step details on the right.
3

Add a new step

In the , click the Add Step button. Enter a name for the step and press Enter or click Add. The step is appended to the end of the list.
4

Configure the step

Click on the newly created step in the sidebar to open its detail panel. You can configure:
  • Step Name - The name displayed on the Kanban column header.
  • Description - An optional description explaining what should happen during this step. This is displayed below the column header on the board.
  • Due Date - Set the number of days a person has to complete this step after entering it. When a person enters the step, their due date is calculated automatically. Cards that pass their due date are visually highlighted as overdue.
  • Assigned To - Assign individual people or entire teams to be responsible for this step. Assignees are notified by email when a person enters their step.

Tip

Step fields auto-save when you move focus away from the field. A green "Saved" indicator appears briefly to confirm changes were saved.

Reordering Steps

Steps can be reordered by dragging and dropping them in the sidebar. Grab the drag handle (the grip icon) on the left side of any step and drag it to its new position. The new order is saved automatically.

Deleting a Step

To delete a step, select it in the sidebar, scroll to the bottom of the detail panel, and click the Delete Step button. A confirmation dialog will warn you that people currently on this step will need to be moved manually. Deleting a step cannot be undone.

Step Assignees

Each step can have one or more assignees. Assignees can be individual people or entire teams. The assignee combo box on the step detail page lets you search for and select teams and people:

  • Teams - Shown at the top of the dropdown. When a team is assigned, all current members of that team receive email notifications when someone enters the step.
  • People - Search by name to find individual members. Individually assigned people receive email notifications directly.

Assigned people and teams appear as pills above the search box. Click the X on any pill to remove that assignee.

Note

Assignee avatars are displayed on each Kanban column header. Click the avatar stack to see the full list of people and teams assigned to that step.

The Kanban Board

When you click a workflow from the list, you see the Kanban board view. Each step is displayed as a column, with person cards stacked inside. The board shows only active cards (people currently in progress).

Each column header displays the step name, the number of people currently at that step, an optional description, and the due date offset (if configured). If the step has assignees, their avatars appear in the header.

Adding People to a Workflow

1

Click Add Person

On the workflow board, click the Add Person button in the top-right corner.
2

Search for a member

In the dialog, type a name or email address to search your organization's member directory. Results appear as you type. Members already in the workflow are marked as "Already added" and cannot be selected again.
3

Select and add

Click on a member to select them, then click Add Person. The person is placed at the first step of the workflow, and a history entry records their enrollment. If the first step has a due date offset, their due date is calculated from the moment they are added.

Tip

If the workflow has a form trigger configured, people are automatically enrolled when they submit the linked form. The system matches the submitter's email address to an existing member record. If no matching member is found, a new visitor record is automatically created and enrolled using the name and email from the submission.

Working with Person Cards

Each person card on the board shows the person's name, email, avatar, how many days they have been at the current step, and their due date (if set). Cards that are past due are highlighted with a red left border.

Each card has a three-dot context menu with the following actions:

  • Move to Next Step - Advances the person to the following step in the workflow. This option only appears if there is a next step available.
  • Complete - Marks the person as having completed the entire workflow. This option only appears when the person is at the last step.
  • Add Note - Opens the card detail slide-over panel where you can write a note.
  • Remove - Removes the person from the workflow. A confirmation dialog is shown. This marks the card as removed and records the action in the history.

Card Detail Panel

Clicking on a person card opens a slide-over panel on the right side of the screen. The panel shows:

  • The person's name, email, and avatar in the header.
  • Their current step name.
  • Action buttons: Move to Next Step (or Complete if at the last step) and Remove.
  • A full history timeline showing every event for this person in the workflow, including when they entered each step, when steps were completed, any notes that were added, and who performed each action.
  • A note input at the bottom of the panel for adding notes to the person's workflow record.

History Tracking

The workflow system automatically records a full audit trail for every person. The following events are tracked:

  • Entered - The person entered a new step (including initial enrollment).
  • Completed - The person completed a step or the entire workflow.
  • Note added - A note was added by a team member.
  • Removed - The person was removed from the workflow.

Each history entry includes the step name, who performed the action, and a timestamp. Notes are displayed inline within the timeline.

Email Notifications

When a person enters a step that has assignees, the system automatically sends email notifications to those assignees. If a team is assigned, all current members of that team are notified. The person who performed the action (such as moving the card) is excluded from the notification to avoid self-notifications.

Form-Triggered Enrollment

Workflows can be configured to automatically enroll people when a specific form is submitted. Here is how it works:

  • When creating or editing a workflow, set the trigger to "When a form is submitted" and select the form.
  • When someone submits that form, the system looks up their email address in your member directory.
  • If a matching member is found and they are not already active in the workflow, they are automatically placed at the first step.
  • The history entry notes that enrollment was via form submission.
  • Step assignees are notified as usual.

Note

Form-triggered enrollment requires the workflow to be active with at least one step configured. If the submitter's email matches an existing member, they are enrolled directly. If no match is found, a new visitor record is created automatically and enrolled into the workflow.

Tip

Deactivating a workflow prevents new form-triggered enrollments but does not affect people who are already in the workflow. You can continue to manage existing cards on an inactive workflow.

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