Workflows
A workflow is an automation that runs in Kanri automatically, without you having to do anything. You tell it when to start and what to do, and it handles the rest.
For example:
- When a new member is added, automatically send them a welcome message.
- Three days before a member’s contract ends, send a renewal reminder.
- On the first of every month, message all active members about upcoming billing.
- When a membership becomes inactive, wait a week, then use a Branch to check whether follow-up is still needed before adding a note.
Once a workflow is running, you don’t need to remember to do those things. Kanri does them for you.
Watch an overview
Section titled “Watch an overview”What a workflow is made of
Section titled “What a workflow is made of”Every workflow has three parts:
1. A trigger — what causes the workflow to start. This could be something that happens (a new member is added), a condition being met (an invoice is overdue), a date-related event (a birthday is approaching), or a set schedule (every Monday morning).
2. Steps — what the workflow does after it starts. Steps run in order. You can send a message, update a record, wait a period of time, check a condition, or create a new record.
3. A version — workflows are versioned. Use Save Draft to save changes without going live. Publishing enables the automation; existing runs stay on their original version. Disabling cancels in-progress runs, rather than pausing them for later.
What workflows can do
Section titled “What workflows can do”A workflow step can:
- Send a message to a member (email or SMS)
- Add or edit a note on a member’s profile
- Create a membership for a member
- Promote a member to the next level
- Create or edit an invoice
- Create or cancel a booking
- Wait for a fixed time, or until a specific date
- Branch based on a condition — take one path if something is true, another if it’s not
See Available Actions for the complete list.
Publishing does not guarantee every step can complete: recipients, templates, permissions, and record details still need to be valid when the step runs. Test Run performs real actions, including messages and saved changes. Use safe test records first.