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Workflows let you set up automatic actions that run whenever something happens in your project. Think of them as “if this happens, do that” — like sending a welcome email when someone signs up, or notifying your team when a new support ticket comes in.

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What is a Workflow?

A workflow has two parts:
  • A trigger — the event that starts the workflow (e.g. a new member signs up)
  • One or more actions — what happens next (e.g. send them a welcome email)

Triggers

Choose what event starts your workflow — signups, payments, form submissions, and more

Actions

Define what happens — send emails, create tasks, notify Slack, sync data, and more

Conditions

Add optional conditions to each action so it only runs when certain criteria are met

Logs

See a full history of every time your workflow ran and what happened

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Creating Your First Workflow

1

Go to Workflows

In your dashboard sidebar, click Workflows. You’ll see a list of all your existing workflows, or an empty state if you’re just getting started.
2

Create a new workflow

Click New Workflow in the top right. You can start from scratch or pick from a pre-built template to get going faster.
3

Choose a trigger

On the canvas, click the trigger node at the top. A panel opens on the right — select what event should start this workflow. For example, choose Member Signup to run whenever someone creates an account.
4

Add an action

Click Add Action below the trigger. Choose what should happen — like Send Email to send a welcome message, or Slack Notify to ping your team.
5

Configure the action

Fill in the details for your action in the right panel. You can use variables like {{member.email}} or {{member.name}} to personalise the content with real data from the trigger.
6

Save and enable

Click Save to save your workflow, then toggle it on to activate it. From now on, it will run automatically every time the trigger fires.

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Triggers

A trigger is the event that starts your workflow. Pick the one that matches what you want to react to.

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Actions

Actions are what your workflow does. You can add multiple actions to a single workflow — they run in order, one after the other.

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Send Email

Send a personalised email to a member or any email address using your verified sending domain.
  • To — a specific address or {{member.email}} to email the person who triggered it
  • Subject — the email subject line (supports variables)
  • Body — the email content (HTML supported, supports variables)
  • Use Template — pick from your saved email templates to pre-fill the subject and body
Workflow emails are sent through your project’s verified sending domain automatically — no extra configuration needed. Emails appear in your sent logs and include open/click tracking.
When sending to all members, emails are processed in batches of 10 with a short delay between batches to stay within sending limits.

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Slack Notify

Send a message to your Slack workspace.
  • Message — what to say (supports variables)
  • Channel — leave blank to use your default channel, or specify one

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Create Task

Create a task in your project task board.
  • Title — the task name (supports variables)
  • Description — optional details
  • Status — To Do, In Progress, or Done

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Send Webhook

Send data to any external URL — useful for connecting to other tools.
  • URL — the HTTPS endpoint to send to

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Add Member / Add Contact

Add someone to your members list or CRM contacts.
  • Email — the person’s email (usually {{member.email}})
  • Name — optional name

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Add Tag to Contact

Tag a contact in your CRM for segmentation.
  • Contact Email — who to tag
  • Tag — the tag to apply (e.g. vip, churned)

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Wait / Delay

Pause the workflow for a set amount of time before continuing to the next action. The delay is durable — if anything restarts during the wait, the workflow resumes exactly on schedule.
  • Duration — how long to wait (minutes, hours, or days)

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AI Actions

Use AI to process data from the trigger:

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Framer Sync

Sync your member data to a Framer CMS collection — great for keeping member-facing content up to date automatically.

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Using Variables

Variables let you pull in real data from the trigger event. Use them anywhere in your action fields. Click the button next to any field to browse and insert available variables.

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Adding Conditions

Each action can have an optional condition — the action only runs if the condition is true.
1

Open the action config

Click on an action node on the canvas to open its settings panel.
2

Add a condition

Scroll down to the Condition section and toggle it on.
3

Set the rule

Choose a field, an operator (equals, contains, is empty, etc.), and a value. For example: member.plan equals premium.
If the condition isn’t met, that action is skipped and the workflow moves on to the next one.

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Workflow Templates

Not sure where to start? Use a pre-built template to set up common workflows in seconds.

Welcome New Members

Sends a welcome email automatically when someone signs up

Payment Thank You

Sends a thank-you email after a successful payment

New Ticket Alert

Notifies your Slack channel when a new support ticket is created

Subscription Cancelled

Sends a win-back email when someone cancels their subscription
To use a template, click New Workflow → Browse Templates, pick one, and it will be pre-configured and ready to customise.

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Running a Workflow Manually

If your workflow uses the Manual trigger, you can run it yourself at any time.

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From the dashboard

1

Open the workflow

Go to Workflows and click on the workflow you want to run.
2

Click Trigger Now

In the top bar of the workflow builder, click Trigger Now.
3

Confirm

The workflow runs immediately and you can see the result in the logs.

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Via the API

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Via the MCP server

Using an AI assistant connected to Gately:
“Trigger the Onboarding workflow for member john@example.com”

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Viewing Logs

Every time a workflow runs, Gately records what happened — trigger type, each step’s result, timing, and any errors.
1

Open the workflow

Go to Workflows and click on any workflow.
2

Open the logs panel

Click Logs in the top bar of the workflow builder.
3

Review the results

Each run shows the trigger, overall status (success, partial, failed), and the result of each action including any error messages.

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Execution statuses

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Execution limits

Each project has a monthly workflow execution quota. When the quota is reached, new workflow triggers are logged as quota_exceeded and do not run. You can view your current quota usage in Settings → Usage.

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Tips

Use the Manual trigger to test your workflow before switching it on. Check the logs to make sure every step ran as expected.
Don’t send everything at once. Add a Wait step between actions — for example, send a welcome email immediately, then a follow-up 3 days later.
Add conditions to actions so different members get different experiences. For example, send one email to free members and a different one to paid members.
Save your best emails as templates in Campaigns → Templates, then select them in the Send Email action. This keeps your emails consistent and easy to update across multiple workflows.
Each log entry shows which step failed and why. Transient errors (network, timeouts) are retried automatically — if you still see failures, check that your Slack connection or webhook URL is valid.