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Automation

Workflow automation for small business: follow-ups and reminders

Describe a routine as a workflow: a trigger and the steps that follow. When an opportunity changes or the scheduled time comes, the system creates the task, sends the message and notifies the right person.

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What it does

A follow-up depends on someone remembering it. The opportunity moved to a new stage, but nobody wrote to the customer. The reminder was meant to go out on Monday, and Monday was busy. In Kompot.ai you describe the routine as a workflow, a chain of steps that starts from a trigger: a record changes, a schedule, an incoming webhook, a manual start or another workflow. The steps run the same way every time, and each run is kept so you can check what happened.

  • Triggers that start a workflow

    A workflow starts when a record changes, on a schedule, from an incoming webhook, by a manual start or from another workflow. You choose the trigger that matches the moment when the routine should begin.

  • Steps that do the routine work

    A step can create a task, send an email or a message, move an opportunity to another stage or notify a person. Chain them: when an opportunity changes, the customer gets an email and a manager gets a task.

  • An AI step in the chain

    A workflow can ask an AI step in the middle of the chain and pass its answer to the steps that follow. The AI step needs AI on your plan, which only Full Service includes.

  • Links to other services

    An incoming webhook lets another service start a workflow, and a step can call an external service. This is how a workflow exchanges data with software outside Kompot.ai.

  • A record of every run

    Each run is kept with the input and output of every step. When a customer says no message arrived, you open the run and see what each step received and what it returned.

  • Test a step, switch with a toggle

    A single step can be tested on its own, before the whole workflow goes live. The workflow itself is switched on and off with a toggle, so you can pause it without deleting anything.

How it works

  1. Choose the trigger

    Decide what starts the workflow: a change in a record, a schedule, an incoming webhook, a manual start or another workflow.

  2. Add the steps

    Put the steps in order: create a task, send an email or a message, move an opportunity, notify a person, ask AI or call an external service.

  3. Test each step

    Run a single step on its own and look at its input and output. Fix what is wrong before customers receive anything.

  4. Switch it on and check the runs

    Turn the workflow on with the toggle. Later, open its runs to see the input and output of every step and confirm it does what you meant.

Good to know

  • The AI step needs AI on your plan. The Free and Business plans have no AI, so there a workflow runs without AI steps.
  • A step sends email and messages through the channels you have connected. Without a connected mailbox or messenger there is nothing to send from.
  • A workflow does only what its steps say. Anything beyond the listed step types has to go through a call to an external service that accepts such requests.

Which plan includes it

Workflows are part of Full Service — $499 a month, up to 25 users — which includes every feature and setup by our team. An AI step uses the built-in AI: 10 million tokens a month are included, then $5 per million input tokens and $25 per million output tokens. The Free plan ($0, up to 3 users) and Business ($199 a month, up to 10 users) have no AI.

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Questions and answers

Do I need a programmer to build a workflow?
No. You build a workflow from a trigger and steps, without writing code. If you would rather not build it yourself, on Full Service our team sets everything up for you.
How do I know a workflow really ran?
Open the runs of that workflow. Each run is kept with the input and output of every step, so you see whether it started, which steps ran and what each of them produced.
Can a workflow follow up after a phone call?
Yes, if the voice agent took the call. A workflow can react to the finished call: create a task for a person or notify someone, in the system or in Telegram. The voice agent and telephony are part of Full Service.
Can a workflow work with other software we use?
It can, if that software sends or accepts web requests. An incoming webhook from it starts a workflow, and a workflow step can call it as an external service.

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