Workflows and automations

Extend

Extend

Add-on

Workflows and automations

Let repeating chores run themselves.

The problemThe same reminders, follow-ups and checks eat your day, and they get forgotten when you are busy.

The resultRoutine steps run on their own the moment something happens, and stop for a person only where you want one.

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Example with sample data. Nothing here is real.

Step 1 of 4

Choose what starts it

Pick the event that starts the workflow, for example an invoice becoming overdue. Each workflow has exactly one starting event, and the builder offers only the events that are switched on. Invoice refunded fires once for each refund recorded on an invoice (a card or TWINT refund once Stripe confirms it); no workflow can give money back itself.

What you can do

  • Start a workflow from an event such as a booking, an invoice or a new customer
  • Branch with conditions so it only acts when the case fits
  • Send notifications and customer messages, add customer notes, call a web address or ask the AI to write text
  • Pause at an approval step so a person approves or rejects anything that changes data
  • Start from a ready-made template and adjust it before you save
  • Test a workflow with a sample event before you switch it on
  • Switch a workflow on or off without losing it, and review its runs

Who can use it

Owners and Admins can use this.

Needs the Workflows add-on.

Workflows is an add-on you install from the marketplace. Viewing workflows and building or changing them are separate permissions, and Owners and Admins hold both out of the box.

Ask Heyva AI

  • Which workflows do I have?

  • Build a workflow that reminds customers about overdue invoices

  • Show the latest workflow runs

Questions

Can a workflow change my data without asking me?
A writing action picked from the tool list cannot be saved without an approval step in front of it, so a person confirms first. Simple actions such as a notification or a note run as soon as the flow reaches them, so test those with a dry run.
Where do I approve or reject a step?
In the Approvals tab. A workflow that reaches an approval step pauses there until someone approves or rejects it. If nobody answers by the time limit, the step is rejected.
How do I try a workflow without sending real messages?
Use the dry run. It runs the flow against a sample event and shows what would be sent, without sending or changing anything.
Can I stop a workflow temporarily?
Yes. Switch it off. Its definition is kept and you can switch it on again later.
Do I have to build every workflow from scratch?
No. The builder has templates. A template opens on the canvas for you to review and change, and nothing is saved until you press Save.

In more detail

Start small: one event, one condition, one action. Test it, switch it on, and add to it once it behaves.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_workflow_node_catalog
  • heyva_list_workflows
  • heyva_get_workflow
  • heyva_create_workflow
  • heyva_update_workflow
  • heyva_dry_run_workflow
  • heyva_toggle_workflow
  • heyva_list_workflow_runs

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Last reviewed 9 November 2026