Building a Workflow

Workflows are built using a visual canvas where you add and connect nodes. Each node is either a trigger, an action, or a control step.

Creating a New Workflow

1. Go to the Workflows page
2. Click New Flow
3. Choose a blank flow or a template
4. You are taken to the flow builder canvas, where you can rename it

Step 1: Choose a Trigger

The first node on the canvas is always the trigger. Click it to configure what starts the workflow. There are two kinds of trigger.

Manual Triggers

A manual trigger lets a team member start the workflow from a specific record. When you set one up, you pick the object type it runs from — for example a patient, an appointment, or a task. The selected record becomes the workflow's starting context.

Event Triggers

Event triggers fire automatically when something happens in the system. Pick the event that should start the workflow:

Event	When It Fires
Appointment Event	An appointment is booked, cancelled, or rescheduled
Recall Event	A recall trigger fires for a recall rule
Consultation Finalized	A clinician finalises a consultation
Patient Created	A new patient is registered (admin, online booking, or as a dependent)
Message Received	A patient message arrives (email or SMS reply)
Document Uploaded	A document is added to a patient record
Invoice Created	A new invoice is created for a patient
Invoice Issued	An invoice is finalised and sent to the patient
Invoice Paid	A patient invoice is paid via Stripe

Some event triggers can be filtered further — for example, an Appointment Event can be restricted to specific appointment types, a Recall Event to specific recall rules, and Invoice Paid to specific product categories.

Step 2: Add Action Nodes

After the trigger, add one or more action nodes to define what the workflow does. Click the + button on a node to add the next step.

Available actions include sending emails, sending SMS, creating tasks, adding alerts, and updating records. See the Available Actions article for the full list.

Step 3: Add Control Nodes (Optional)

Control nodes let you add logic to your workflow:

• Wait -- pause for a configurable duration before continuing
• Wait for Event -- pause until a specific event happens (or a timeout is reached)
• Branch -- split the flow based on a condition (if/else)
• Filter -- stop the workflow if a condition is not met

For example, you could add a Wait node to send a follow-up email 24 hours after an appointment, or a Branch node to send different messages depending on the appointment type.

Step 4: Save and Publish

• Click Save Draft to save your work without activating the workflow
• Click Publish to make the workflow live
• Publishing creates a versioned snapshot -- your draft is preserved separately so you can continue editing without affecting the live version

Tip: Always test your workflow with a manual trigger first before switching to an event trigger, so you can verify each step works as expected.