Recipes & Templates Setup
Launch proven automation workflows in minutes by starting from pre-built templates. This guide shows you how to browse, preview, select, and customize workflow templates.
Prerequisites
Before you begin, make sure you have:
- Access to Automation > Workflows in your sub-account
- A connected phone number (if the template uses SMS actions) or email sender (if the template uses email actions)
- Understanding of which automation scenario you want to launch (lead nurture, appointment reminders, review requests, etc.)
- Any custom fields, tags, or pipelines referenced in the template prerequisites
Navigate to the Template Library
Open the template browser to explore pre-built workflows.
Go to Automation > Workflows in your sub-account. Click Create Workflow in the top-right corner. A modal appears with two options: Start from Scratch or Select from Template.
Click Select from Template to open the Template Library. The library opens as a modal with a grid of template cards. Each card shows the template name and a brief description.
Browse and Filter Templates
Narrow your results to find the right template for your use case.
Use the Filters panel on the left side to narrow templates by category such as Lead Nurture, Onboarding, Sales, Customer Success, or Appointments.
Type keywords into the search bar at the top to find templates related to specific actions, industries, or outcomes. For example, search “appointment” to see all appointment-related templates.
Hover your cursor over any template card to read a quick description without opening the full preview. This helps you scan options quickly.
If available, sort templates by popularity to identify the most trusted options.
Preview a Template
Inspect the template logic before loading it into your editor.
Click the eye icon or the template card itself to open the preview panel. The preview shows three key sections:
About this Template: A summary of what the workflow does and when to use it. Read this carefully to confirm the template matches your use case.
Prerequisites: A list of what you need in place before activating the workflow. Common prerequisites include a connected phone number, a specific pipeline, custom fields, or a calendar. Set these up before loading the template.
Trigger-and-Action Canvas: A full visual preview of the workflow logic, including triggers, actions, branches, wait steps, and conditions. Examine this to understand the complete flow.
This preview step is critical. It lets you confirm the template matches your use case before you invest time customizing it.
Load the Template
Bring the template into the Workflow Builder for editing.
When you are satisfied with a template, click Continue at the bottom of the preview panel. The entire template structure (triggers, actions, conditions, and connections) loads onto your workflow canvas.
The template is now a fully editable workflow. You own it entirely. From this point, it behaves like any other workflow you have built. You have full control to modify every element.
Customize the Trigger
Configure the trigger to match your specific setup.
Click the trigger node at the top of the workflow canvas. The trigger configuration panel opens on the right side.
The template may use a generic trigger like “Form Submitted.” You need to configure it to point to your specific form, survey, calendar, or pipeline stage. Use the dropdown filters to select the exact resource.
For a Form Submitted trigger, select your form from the Form dropdown. For a Pipeline Stage Changed trigger, select your pipeline and stage. For a Contact Tag trigger, select the tag name.
Click Save Trigger to apply the configuration.
Update Messaging
Replace placeholder content with your brand voice and offers.
Click each Send SMS or Send Email action on the canvas. The action configuration panel opens.
Replace the placeholder message content with your own brand voice, offers, and calls to action. Keep the structure and timing, but make the language yours.
Pay attention to personalization tokens like {{contact.first_name}} and {{contact.email}}. Make sure the custom fields they reference exist in your account. If a token references a field you do not have, either create the field or remove the token.
Click Save Action after updating each message.
Adjust Wait Steps
Control the timing between actions based on your sales cycle.
Click each Wait action on the canvas. The configuration panel opens.
Review the wait duration. A template might use a 24-hour delay between a form submission and the first follow-up email. Adjust this timing based on your sales cycle and audience expectations.
Shorter cycles (a few hours) work well for urgent services like HVAC, plumbing, or emergency support. Longer cycles (2 to 5 days) suit high-consideration purchases like real estate, legal services, or consulting.
Click Save Action after adjusting each wait step.
Configure If/Else Branches
Verify branch conditions match your data structure.
If the template includes If/Else branches, click the If/Else action node to review the conditions. The configuration panel opens with all defined branches and conditions.
Check whether the conditions reference tags, custom fields, or pipeline stages that exist in your account. If a condition checks for a tag called “VIP” but you use a tag called “High Value,” update the condition to match your tag name.
If the template lacks branching that you need, add new If/Else nodes to route contacts based on your criteria. Click the + button on the workflow line and select If/Else from the Internal Tools category.
Click Save Action after reviewing or updating the branching logic.
Set Up Notifications
Configure internal notifications to alert your team.
Many templates include internal notification actions that alert your team when key events occur, like a high-value lead entering the workflow or a contact booking an appointment.
Click each Send Internal Notification action. Select the team members who should receive the notification. Choose the delivery method (SMS, email, or in-app notification).
Make sure the assigned users have the correct permissions in your sub-account. If a user is not assigned to the sub-account, they will not receive the notification.
Click Save Action after configuring each notification.
Connect External Tools (Optional)
Configure webhook actions to send data to external services.
If the template includes webhook actions, click the webhook action node. The configuration panel opens.
Enter the destination URL from your external service (Zapier, Make, Slack, custom API, etc.). For Zapier or Make, this is the webhook URL provided when you create a new webhook trigger in their platform.
Configure custom key-value pairs if you want to include extra fields beyond the default contact data.
Click Save Action to apply the webhook configuration.
Test the Workflow
Verify the workflow executes correctly before going live.
Click Publish in the top-right corner to activate the workflow. Create a test contact in your CRM with valid data (email, phone, and any custom fields your workflow references).
Perform the triggering action with the test contact. If the trigger is Form Submitted, submit the form. If the trigger is Contact Tag, manually add the tag to the contact.
Check the Execution Logs at the bottom of the workflow screen to see which actions fired and whether any errors occurred. If an action fails, review its configuration. Common issues include missing phone numbers for SMS actions, invalid email addresses, and incorrect custom field names.
For the most reliable test, use a brand-new contact instead of reusing the same test contact repeatedly. Previous workflow enrollments and tag assignments can cause unexpected behavior.
Test Your Setup
Verify your template customization is correct:
- Confirm the workflow is in Published status, not Draft
- Verify the trigger filters point to your specific form, calendar, pipeline, or tag
- Check that all SMS actions have a connected phone number
- Confirm all email actions have a valid sender and reply-to address
- Test personalization tokens to ensure they pull the correct contact data
- Review wait step durations to match your sales cycle
- Verify If/Else branches route contacts correctly based on their data
- Monitor the Execution Logs for the first 24 hours to catch any unexpected behavior
Next Steps
Now that your first template is live, expand your automation library:
- Explore the full Recipes & Templates guide for advanced customization strategies
- Chain multiple templates together to create complete customer journeys
- Use the Template Library regularly to discover new pre-built workflows
- Build custom workflows from scratch using the Workflow Builder
- Master Triggers to start workflows at exactly the right moment
- Use If/Else Branching to create personalized, data-driven paths