Workflows in Trackler
Workflows let you automate actions based on events (triggers) in your workspace. This way, you can streamline processes without needing to do everything manually.
You’ll find Workflows under Settings → Workflows in the side menu.
Default workflows
Each new workspace in Trackler includes default workflows that automate useful actions. Learn what they do and how to manage them here.
Workflow Overview
In the overview, you'll see all workflows created in your workspace.
You can:
Click Create Workflow to start a new one
Use Search to find workflows by name
Use View Options to show or hide columns
For each workflow, you’ll see:
Name
Last updated
Status (Active / Inactive)
The ⋯ menu lets you edit, enable/disable, or delete a workflow.
Creating a Workflow — Triggers
A workflow always starts with a trigger: an event that kicks off the flow. When the trigger occurs, the workflow is activated.
Triggers are grouped into several categories:
General
Examples:Track Created – triggers when a Track is created
Track Archived – triggers when a Track is archived
Track Unarchived – triggers when a Track is restored
Track Invite Sent – triggers when an invite is sent
Track Invite Accepted – triggers when the invite is accepted
Track Invite Declined – triggers when the invite is declined
Execute on Date/Time in Track – one-time trigger at a specific date/time
Forms
Examples:Track Form is Submitted – triggers when a form assigned to a Track is submitted by a user
Appointments
Examples:Scheduler Booked – when an appointment is booked via a scheduler
Appointment Cancelled – when an appointment is cancelled
Appointment Created – when a new appointment is created
Appointment Deleted – when an appointment is deleted
Before/During/After Appointment Starts – triggers based on a configured time offset from the start of the appointment
You select one trigger per workflow to determine when it starts.
Creating a Workflow — Actions
After selecting a trigger, you define what actions should be performed. In the editor, you choose which type of action or control block to add.
Track
Examples:Add Workspace User to Track – adds a user to the Track
Delete Track – deletes the Track
Resend Track Invitation – resends the Track invite
Reset Track Invitation – generates a new invite link and resends it
Send Track Message – sends a message to the Track
Assign Tags to Track – adds tags to the Track
Delete Tags from Track – removes all tags from the Track
Forms
Examples:Create a New Form – automatically generates a form from a selected template
General
Examples:Condition – checks a condition before continuing
Switch – splits the flow into multiple paths based on conditions
Flow Control
Examples:Delay – pauses the flow for a set duration before continuing
Communication
Examples:Send Email – sends an email (coming soon)
You can chain multiple actions and controls together to build complex workflows. The order and logic are completely up to you.
Activating or Pausing a Workflow
At the top-right of the workflow editor, you can activate or pause your workflow. New workflows are paused by default until you activate them.
Workflow Versions and Runs
In addition to building and activating workflows, Trackler provides insight into how they perform. You can access this via the Versions and Runs tabs inside the workflow editor.
Versions
Each time you update and publish a workflow, a new version is automatically created. This lets you view history or revert to an earlier version.
In the Versions tab, you’ll see:
The version ID (e.g.
#flow-00002)Status (active or not)
Date and time of creation
Who published the version
A Revert button to restore a previous version
Tip: Use this when a recent change causes unexpected behavior — you can always roll back to a working version.
Runs (Executions)
Each time a workflow is triggered, it creates a run — a single instance of the workflow being executed.
In the Runs tab, you can view:
A unique Execution ID
The date and time the run started
The status (e.g. “Completed”, “Failed”)
A ⋯ menu to View Run Details
When you view a run, you’ll see:
Which steps were executed
Whether they were successful
Detailed info per action (e.g. which user was added, which form was created)
Especially useful for troubleshooting or checking if automation worked as expected.