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
Creating Your First Workflow
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.
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.
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.
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.
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.Triggers
A trigger is the event that starts your workflow. Pick the one that matches what you want to react to.| Trigger | When it fires |
|---|---|
| Member Signup | A new member creates an account |
| Member Login | A member logs in to your project |
| Form Submission | Someone submits one of your forms |
| Payment Succeeded | A Stripe payment is completed |
| Subscription Created | A new Stripe subscription starts |
| Subscription Cancelled | A Stripe subscription is cancelled |
| Helpdesk Ticket Created | A new support ticket is opened |
| Article Published | A help center article goes live |
| Article Updated | A help center article is edited |
| Manual | You trigger it yourself from the dashboard |
Actions
Actions are what your workflow does. You can add multiple actions to a single workflow — they run in order, one after the other.Send Email
Send a personalised email to a member or any email address.- 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 (supports variables)
- Use Template — pick from your saved email templates to pre-fill the subject and body
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
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
Send Webhook
Send data to any external URL — useful for connecting to other tools.- URL — the endpoint to send to
Add Member / Add Contact
Add someone to your members list or CRM contacts.- Email — the person’s email (usually
{{member.email}}) - Name — optional name
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)
Wait / Delay
Pause the workflow for a set amount of time before continuing to the next action.- Duration — how long to wait (minutes, hours, or days)
AI Actions
Use AI to process data from the trigger:| Action | What it does |
|---|---|
| AI Generate Reply | Drafts a reply to a support message |
| AI Summarize | Summarises content from the trigger |
| AI Classify | Categorises or labels the trigger data |
Framer Sync
Sync your member data to a Framer CMS collection — great for keeping member-facing content up to date automatically.Using Variables
Variables let you pull in real data from the trigger event. Use them anywhere in your action fields.| Variable | What it contains |
|---|---|
{{member.email}} | The member’s email address |
{{member.name}} | The member’s full name |
{{member.plan}} | The member’s current plan |
{{form.field_name}} | A value from a form submission |
{{trigger.event}} | The name of the trigger event |
Adding Conditions
Each action can have an optional condition — the action only runs if the condition is true.
If the condition isn’t met, that action is skipped and the workflow moves on to the next one.
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
Running a Workflow Manually
If your workflow uses the Manual trigger, you can run it yourself at any time.Viewing Logs
Every time a workflow runs, Gately records what happened.Tips
Test before enabling
Test before enabling
Use the Manual trigger to test your workflow before switching it on. Check the logs to make sure everything ran as expected.
Use the Delay action
Use the Delay action
Don’t send everything at once. Add a Wait action between steps — for example, send a welcome email immediately, then a follow-up 3 days later.
Use conditions to personalise
Use conditions to personalise
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.
Use email templates
Use email templates
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.