Workflow Builder

The Workflow Builder is GHL’s visual automation engine that lets you create multi-step automations using an infinite canvas. Each workflow consists of triggers that start the automation and actions that define what happens next, connected by branches, conditions, and wait steps that adapt to contact behavior in real time.

What Workflow Builder Does

The builder uses a drag-and-drop canvas where every automation starts with at least one trigger that fires when a specific event occurs, like a form submission or appointment booking. Once triggered, contacts flow through a sequence of actions that communicate, update records, assign tasks, or route data to external systems.

Core workflow elements:

• Multiple triggers per workflow, each activating independently when conditions are met
• Actions chained in sequence to automate communication, data updates, and task creation
• If/Else branching to route contacts down different paths based on tags, custom fields, or engagement behavior
• Wait steps to pause execution for minutes, hours, or days before continuing
• Goal events that let contacts skip ahead when they complete a conversion action
• Stats View toggle to see open rates, click rates, and performance metrics directly on the canvas

The minimap in the bottom-right corner helps you navigate large workflows, while Fit to Screen and Zoom controls keep your canvas manageable.

Key Configuration Options

Saving vs. publishing: Save preserves your work without activating the workflow. Publish makes it live so real contacts begin flowing through. Draft mode pauses execution but keeps contacts at their current step, so they resume when you republish.

Test mode: Click Test Workflow in the top-right corner, select a contact, and click Run Test to execute the workflow against a single record. For most reliable results, publish the workflow and test with a fresh contact rather than reusing the same test record repeatedly.

Version history: Click the History icon to view and restore previous versions of your workflow. This is critical for rolling back changes that break logic or remove actions accidentally.

Multiple triggers: Add as many triggers as needed by clicking Add New Trigger. Each one fires independently, so a single workflow can respond to form submissions, tag additions, and pipeline stage changes all at once.

Power Features

Drip mode: Control the pace at which contacts move through subsequent actions. Use this when bulk-enrolling large lists to space out sends over minutes, hours, or days, preventing overwhelm and spreading server load.

Goal events: Place a Goal node at a key milestone in your workflow (like booking an appointment or making a purchase). If a contact reaches that goal while waiting at an earlier step, they skip ahead to the goal, bypassing irrelevant follow-up.

Add to Workflow action: Connect workflows together by enrolling contacts in another workflow mid-sequence. This keeps individual workflows focused and easier to maintain while supporting complex multi-stage journeys.

Stats View: Toggle this on from the top-left corner to see performance data (emails sent, opened, clicked, SMS delivered) overlaid directly on action nodes. This eliminates the need to jump between the canvas and reporting dashboards.

Pro Tips

• Name everything descriptively. Replace default labels like “Send Email” with specific names like “Day 2 Follow-Up Email” so your canvas is scannable at a glance.
• Keep workflows compact. If a workflow grows beyond 30 to 40 actions, split it into smaller focused workflows connected by “Add to Workflow” actions.
• Avoid creating loops. The builder prevents visual loops, but you can still create logical loops indirectly. Double-check your branching logic to prevent contacts from cycling endlessly.
• Use Recipes and Templates to start with proven structures instead of building from scratch. Load a template, customize the messaging and timing, and publish.
• Check the red dot on the Save button to know when you have unsaved changes. Always save before switching to another workflow.

Common Questions

What happens to contacts when I set a workflow to draft?

Contacts in waiting steps stay at their current step. When you republish, they continue from where they left off. This is useful when you need to pause execution to fix logic without losing contact progress.

Can a contact be in multiple workflows at the same time?

Yes. Use the “Add to Workflow” action to enroll a contact in additional workflows. Contacts can run through as many workflows simultaneously as you need, but be careful to avoid sending duplicate messages from overlapping sequences.

How do I send data to external apps like Zapier or Make?

Use the Webhook action to POST data to any external URL. This works with Zapier, Make, custom APIs, and any service that accepts HTTP requests. Configure the destination URL, select the fields to send, and save.

Can I duplicate an existing workflow?

Yes. From Automation > Workflows, click the three-dot menu next to any workflow and select Duplicate. The copy appears with “(copy)” appended to its name. This is faster than rebuilding similar workflows from scratch.

How do I see which contacts are currently in a workflow?

Open the workflow and click the Contacts tab at the top of the canvas. This shows every contact currently enrolled, which step they are on, and when they entered the workflow.