Workflows

About Workflows

Boards for requests, follow-ups, and anything else that moves through steps, so nothing slips.

Workflows are your team’s boards for work that moves through steps: event requests, guest follow-ups, prayer care, facility repairs, or anything else. Each workflow has stages (the columns on its board) and items (the cards). Everything assigned to you, across every workflow, lands on one list: My work.

You need the Workflows permission to see workflows, and Manage workflows to create them or change their settings. An admin can turn these on in Users & permissions.

The Workflows page

Open Workflows → All workflows in the sidebar. You’ll see:

My open items, Due today, Overdue, and Unread updates at the top.
Starred workflows first, then the rest. Select the star on a workflow to pin it to the sidebar.
Archived workflows at the bottom, with Restore.
A search box to find a workflow by name.

Create a workflow

Select New workflow. You can start from a template or walk through guided setup.

Start from a template

Templates come ready with stages, fields, and a request form. For example:

Event requests: request → approve → create the event.
Guest follow-up: every guest form becomes a follow-up.
Prayer follow-up: private follow-up for your care team.

Pick one, give it a name, and select Create. You can change every part of it afterwards.

Use guided setup

Guided setup takes a couple of minutes and asks:

What do you want to run?

Pick the closest fit, then name it. The name is what your team sees in the sidebar and on My work.

What do you call each one?

A “request”, “follow-up”, or “task”. It’s used in buttons like New request. Pick an icon and colour too.

The steps each one goes through

These become the columns on your board. Drag to reorder. Done and Canceled stages close an item and are tucked away on the board.

What do you want to capture?

Every item already has a title, stage, assignees, due date, checklist, notes, and comments. Add the extra details you track, like a date, a ministry, or a budget.

Who’s involved?

Everyone with Workflows suits most teams. Choose Only certain people for sensitive work like pastoral care, HR, or finance. You can also choose who hears about every new item.

Let it do the busywork

Turn on automations and a request form. You can change these anytime in Settings.

Ready to go

Check the summary and create it. We’ll show you around the board in under a minute.

In this section

My work

Everything assigned to you, sorted by when it’s due.

Work on a board

Add items, move them through stages, assign, comment, and check off steps.

Request forms and follow-ups

Let anyone on staff submit a request, and turn people into follow-ups.

Workflow settings

Fields, stages, templates, recurring items, automations, and access.

Your profile

Update your details, see your permissions, and manage how the dashboard reaches you.

My work

Your own list of items across every workflow, sorted by when they’re due.