⚡ Automation Library  / Jobs
Living doc 🔒 Read-only
Workflows

Setup: map the calendars

Done once per client in your admin. This is what turns every workflow below on.

⚙️
Admin action
Open a client's admin page
Command Center → Clients → [client] → Calendars
📅
Select
Estimate calendar
Pick from the client's live booking calendars.
Booking system
📅
Select
Job calendar
Pick from the client's live booking calendars.
Booking system
✓
Result
Jobs tab turns on for this client
It now reads those two calendars. Nothing mapped = the client sees a "not connected yet" state.
End

Estimate Booked

An estimate lands on the calendar and shows up in the Jobs tab.

⚡
Trigger
Appointment Booked
In the client's Estimate calendar.
Booking system
☵
Filter
Appointment is not cancelled
Cancelled appointments never enter the Jobs tab.
◐
Action
Show in Jobs tab as "Estimate"
On its date and time, with customer, service, address and quoted value.
⏱
Wait
Until the appointment's end time
e.g. a 12:00 visit booked for 1 hour waits until 1:00.
→
Go to workflow
Estimate Close-out
Hands off to workflow 2.

Estimate Close-out

The estimate's time has passed. Ask what happened, then branch.

⚡
Trigger
Estimate end time reached
The estimate flips to "needs review".
🔔
Prompt
"What happened?" · estimate form
Team fills this in from the card.
Form fields
Outcome: Booked / Needs booking / LostQuoted amount $↳ if booked · Job date↳ Start time↳ Job length↳ Service / description↳ Agreed price $Notes
⇆
If / Else
Branch on the outcome
Job booked
＋
Action
Create Job (Booked)
Spawns a job on the calendar from the details above, then workflow 3.
End
Needs booking
↺
Action
Mark Follow-up
Kept visible so it isn't forgotten.
End
Lost
✕
Action
Mark Lost
Estimate closed out.
End

Job Booked

Two ways a job starts. Both land in the Jobs tab as "Booked".

⚡
Trigger A
Appointment Booked
In the client's Job calendar.
Booking system
OR
＋
Trigger B
Job created from a won estimate
Spawned by the Estimate Close-out (workflow 2).
☵
Filter
Appointment is not cancelled
●
Action
Show in Jobs tab as "Booked"
On its date, value added to the day's booked total.
⏱
Wait
Until the job's end time
→
Go to workflow
Job Close-out
Hands off to workflow 4.

Job Close-out

The job's time has passed. Ask what happened, then branch.

⚡
Trigger
Job end time reached
The job flips to "needs review".
🔔
Prompt
"What happened?" · job form
Team fills this in from the card.
Form fields
Did it happen: Completed / No-show / RescheduledAmount collected $Payment: Paid in full / Partial / UnpaidNotes
⇆
If / Else
Branch on the outcome
Completed · Paid
✓
Action
Mark Completed
Amount added to Collected this month.
End
Completed · Owed
$
Action
Mark Completed · owed
Balance added to Unpaid.
End
No-show
✕
Action
Mark No-show
No money recorded.
End
Rescheduled
↻
Action
Return to Booked
On the new date, re-enters workflow 3.
End

Click a workflow along the top to switch canvases. Every "What happened?" block lists the exact form fields, so you can rebuild them as intake forms one-to-one.

🏠

Home has no workflows yet

Name what should trigger and happen on the Home page and it gets built here, in this same style.

🎯

Leads has no workflows yet

New lead in, form vs chat vs ad, into pipeline. Give the triggers and they get mapped here.

👥

Customers has no workflows yet

Job close-out, repeat work, customer record. Name the flow and it gets added here.

⭐

Reviews has no workflows yet

Review request sent, response, Google Business Profile. Give the triggers to map.

🔁

Reactivation has no workflows yet

Dormant customer back into the pipeline. Name the flow and it gets built here.

🌐

Website has no workflows yet

Site request, page change, analytics. Give the triggers and they get mapped here.

📣

Social has no workflows yet

Post scheduled, published, engagement. Name the flow and it gets added here.

📈

Paid Ads has no workflows yet

Lead from an ad, spend, optimizer actions. Give the triggers to map here.

💬

Inbox has no workflows yet

Message in, channel, stage grouping. Name the flow and it gets built here.