> ## Documentation Index
> Fetch the complete documentation index at: https://docs.trellistech.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflow automations

> Use workflows to handle repeat work such as messages, tasks, approvals, and follow-ups

## What this helps you do

Workflow automations help your team stop repeating the same manual steps. Use them to prepare messages, create tasks, route approvals, notify teammates, and keep follow-up work moving.

<CardGroup cols={2}>
  <Card title="Start from an event" icon="play">
    Run a workflow when something happens, on a schedule, or when a teammate starts it by hand.
  </Card>

  <Card title="Add clear rules" icon="sliders">
    Use conditions so the workflow only runs when the situation matches your rules.
  </Card>

  <Card title="Take action" icon="bolt">
    Create tasks, prepare messages, update records, notify your team, or ask AI for help.
  </Card>

  <Card title="Keep humans in control" icon="user-check">
    Add approvals before sensitive messages or changes go out.
  </Card>
</CardGroup>

## Before you start

* Open **Workflows** from the main navigation.
* Decide the outcome you want before adding steps.
* Confirm the needed channels and integrations are connected.
* Use a template when one matches your use case.
* Add approvals for guest promises, money, policies, or anything that should not run without review.

## How workflows work

Most workflows have three parts:

* **Trigger** - what starts the workflow, such as a booking, checkout, task update, schedule, or manual start.
* **Condition** - the rule that decides whether the workflow should continue.
* **Action** - what Trellis does next, such as creating a task, drafting a message, notifying Slack, or asking the AI Agent to help.

## Create a workflow from a template

<Steps>
  <Step title="Open Templates">
    Go to **Workflows > Templates**.
  </Step>

  <Step title="Pick a template">
    Choose the template closest to your process.
  </Step>

  <Step title="Review each step">
    Check the trigger, rules, message text, task details, and approval points.
  </Step>

  <Step title="Test the workflow">
    Run a safe test example before turning it on.
  </Step>

  <Step title="Turn it on">
    Enable the workflow once the test result matches what you expect.
  </Step>
</Steps>

## Build your own workflow

Start small. A good first workflow has one trigger, one or two rules, and one clear action.

Examples:

* Create a cleaning task after checkout.
* Draft a late checkout offer when a guest asks.
* Notify a manager when a complaint comes in.
* Ask for approval before sending a refund-related message.
* Create an owner follow-up task after a maintenance issue closes.

## Test before you turn it on

Use safe test examples to make sure the workflow does what you expect. Check names, dates, message text, task details, approvals, and any connected records before enabling it.

<Warning>
  Do not turn on a workflow that can message guests, change outside systems, or affect money until a manager has reviewed the test result.
</Warning>

## Review workflow runs

Open **Workflows > Runs** to see what happened. Each run shows the workflow, status, steps, timing, and any error that needs review.

Use run history to answer:

* Did the workflow start at the right time?
* Did it stop because a rule did not match?
* Did it wait for approval?
* Did a message, task, or record change happen?
* Did any step fail?

## How to check it worked

* The workflow is enabled.
* The run history shows a successful test or live run.
* Any created task, message, notification, or record update appears in the right place.
* Pending approvals appear for the right reviewers.
* Failed runs show a clear next step.

## Common problems

<AccordionGroup>
  <Accordion title="The workflow did not start">
    Check that the workflow is enabled, the trigger happened, and the trigger matches the right property, channel, or event.
  </Accordion>

  <Accordion title="The workflow stopped early">
    Open the run and review the rules. A condition may not have matched.
  </Accordion>

  <Accordion title="A message is waiting for approval">
    Review the approval item, check the message and recipient, then approve or deny it.
  </Accordion>

  <Accordion title="A teammate cannot manage workflows">
    Workflow management is usually limited to managers and admins. Check their role in **Settings > Permissions**.
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup cols={2}>
  <Card title="Workflows" icon="workflow" href="/platform/workflows">
    Learn the main Workflows area.
  </Card>

  <Card title="AI Agent" icon="sparkles" href="/platform/ai-agent">
    Add AI steps with clear permissions.
  </Card>

  <Card title="Outbound messages" icon="send" href="/platform/outbound">
    Review message sending rules.
  </Card>

  <Card title="Tasks" icon="clipboard-list" href="/platform/tasks">
    Create and assign work from workflows.
  </Card>
</CardGroup>