Start a workflow from a template

Before you start

• Workflows don’t send anything yet. A workflow made from a template is checked on a schedule and records what it would have done, but nothing reaches a client. See Get started with workflows.
• Templates are written for a typical practice. They name documents and messages you may not have, so plan to change some steps.

Steps

1. In the sidebar, open Toolkit and select Workflows. Select Browse templates.
2. On Workflow templates, type in Search templates or choose a category: All, Leads & intake, Scheduling, Retention, Clinical or Billing.
3. Each card shows the template’s category, name, description and first few steps. Select Use this template.
4. The builder opens with the template filled in, as a Draft. It isn’t saved yet.
5. Check every step. A document marked (unavailable) is one your practice doesn’t have — pick one of yours instead. Leave the template’s messages as they are, even though they’re marked (unavailable) too.
6. Change the name, trigger, conditions or steps as you like. See Create or edit a workflow.
7. Turn on Active if you want it checked straight away, then select Save.

The templates

• Leads & intake: Never Miss an Enquiry, Enquiry Follow-Up, New Client Welcome, Intake Chase
• Scheduling: Appointment Reminders, First Session Prep, Cancellations & No-Shows, The Daily Brief, Post-Booking Form
• Retention: Keep Them Booked, Early Dropout Watch, Win Back
• Clinical: Homework Nudge, Notes on Time, Paperwork & Compliance, Progress Reviews, Post-Session Report
• Billing: Get Paid, Package Renewal

What happens next

• Once saved, it’s an ordinary workflow in your list. You can edit, pause or delete it like any other.
• If it’s Active, its matches appear in the activity log with what each step would have done. See Check workflow activity.

Good to know

• The template descriptions say what each workflow is meant to do once sending is available. Today, they record what they would have done and send nothing.
• Appointment Reminders covers the same ground as the reminders MyWellOps already sends. Those built-in reminders are set up separately and keep working — see Set up email reminders.
• Deleting a workflow you made from a template doesn’t change the template. You can use it again.
• There’s no test or manual run.
• A template’s messages show (unavailable) because they aren’t named the same as your own messages. Keep them anyway: workflows only recognise the template’s message names for now. If you pick one of your own, that step is skipped, and the activity log says No template matches ….

Troubleshooting

A step shows (unavailable). If it’s a document, your practice doesn’t have one by that name. Choose one of your own from the list. If the document list is empty, add the document under Toolkit → Documents first.

If it’s a message, leave it as it is. Workflows recognise the template’s message names, not your own, for now.

Save shows This workflow isn’t ready to save:. Fix each item in the list. Most often it’s an empty number field or a condition that doesn’t work with the trigger. See Create or edit a workflow.

I can’t find a template. Choose All and clear the search. If you see No templates match that search., try a shorter word.