Building Blocks

Build workflows by combining different building blocks. Each step type serves a specific purpose, from collecting information and assigning tasks to automating actions and controlling the workflow. By combining these building blocks, you can create simple checklists, approval processes, onboarding journeys, inspections, coaching programs, and many other structured workflows.

Tasks

A Task is the building block of every workflow. It guides members through a specific action, collects information, or requests a decision before the workflow continues.

Use tasks to create clear, structured processes such as inspections, coaching sessions, onboarding checklists, approvals, or recurring routines.

What you can achieve

Tasks help you:

  • Guide members through work one step at a time.
  • Collect structured information such as text, numbers, dates, photos, files, locations, or selections.
  • Ensure important activities are completed before the workflow continues.
  • Define deadlines and reminders.
  • Require confirmations or signatures where needed.
  • Repeat tasks or collect multiple entries until a target has been reached.

Because every completed task becomes part of the workflow history, you always have a complete record of who completed the task, when it was completed, and what information was submitted.

Quick Setup Tutorial

  1. Add a Task step to your workflow.
  2. Give the task a meaningful name.
  3. Add the fields members should complete.
  4. Configure any optional settings such as deadlines or confirmations.
  5. Apply your changes.

What can a Task contain?

A task can collect almost any type of information.

Supported field types include:

  • Text
  • Numbers
  • Dates and times
  • Checkboxes
  • Single and multiple choice selections
  • Photos and files
  • GPS locations
  • User selections

Choose only the information that is required to complete the task. Keeping tasks short improves completion rates and creates a better experience for your members.

Task Options

Task Name

Choose a clear title that tells members exactly what they need to do.

Description

Provide additional instructions, background information, or guidance when needed.

Data fields

Add one or more fields to collect the information required to complete the task.

Deadline

Define when the task should be completed. Overdue tasks can trigger reminders or automatically be skipped, depending on your workflow configuration.

Optional or Required

Choose whether each field must be completed before the task can be submitted.

Repeat

Require members to complete the same task multiple times before the workflow continues. This is useful for inspections, recurring observations, or collecting multiple records.

Counter

Track progress towards a target value, such as collecting 20 samples or completing 10 repetitions.

Skip

Allow members to skip a task when appropriate. You can also configure the task to skip automatically after its deadline has passed.

Confirmation

Require members to confirm or digitally sign that the submitted information is complete and accurate.

Best Practices

  • Keep each task focused on one objective.
  • Use descriptive names that start with an action, such as Inspect Equipment, Complete Coaching Session, or Upload Receipt.
  • Only request information that is actually needed.
  • Break large forms into multiple smaller tasks.
  • Use deadlines to keep workflows moving.
  • Add confirmations only where compliance or accountability is important.

Typical Use Cases

Tasks can be used for many different scenarios, including:

  • Coaching check-ins
  • Safety inspections
  • Employee onboarding
  • Quality assurance
  • Maintenance checklists
  • Customer approvals
  • Incident reporting
  • Training completion
  • Daily routines

API (Call API)

Use the Call API step to connect your workflow with external systems.

Automatically send collected data to CRM systems, HR platforms, ERP solutions, or custom applications without requiring manual work.

Quick Setup Tutorial

  1. Add a Call API step.
  2. Enter the API endpoint and request settings.
  3. Map the workflow data you want to send.
  4. Apply your changes.

Use This Step To...

  • Create or update records in another system.
  • Trigger automations.
  • Synchronize workflow data.
  • Notify external applications when a workflow reaches a milestone.

Notifications

Keep the right people informed automatically.

The Notification step sends emails, push notifications, or chat messages whenever an important event occurs in your workflow.

Quick Setup Tutorial

  1. Add a Notification step.
  2. Choose who should receive the notification.
  3. Enter the title and message.
  4. Apply your changes.

Use This Step To...

  • Notify a coach when a task is completed.
  • Inform members about the next step.
  • Alert managers about escalations.
  • Send reminders to stakeholders.

Labels

Give workflow cycles meaningful names.

The Label step automatically updates the cycle label, making it easier to identify workflows in reports and dashboards.

Quick Setup Tutorial

  1. Add a Label step.
  2. Enter the new label.
  3. Apply your changes.

Use labels to include customer names, project numbers, locations, or other information collected earlier in the workflow.

Tags

Organize and classify workflow cycles automatically.

Use the Tag step to add or remove tags as a workflow progresses. Tags help you group, filter, and automate workflows.

Quick Setup Tutorial

  1. Add a Tag step.
  2. Choose the tags to add or remove.
  3. Apply your changes.

Use This Step To...

  • Mark urgent workflows.
  • Categorize completed work.
  • Simplify reporting and filtering.

Archive Workflow

Automatically close workflows.

The Archive Workflow step removes the workflow from active lists while preserving all collected information for future reference.

Quick Setup Tutorial

  1. Add an Archive Workflow step.
  2. Place it where the workflow should end.
  3. Apply your changes.

Archived workflows remain available in your reports and history but are no longer active.

Stop Workflow

Pause work until someone decides how to continue.

Use the Stop Workflow step whenever a workflow should be placed on hold. While stopped, deadlines and workflow timing are paused until the workflow is resumed.

Quick Setup Tutorial

  1. Add a Stop Workflow step.
  2. Place it where the workflow should pause.
  3. Apply your changes.

Use This Step To...

  • Waiting for customer feedback.
  • Waiting for external approvals.
  • Putting projects on hold.
  • Pausing work until required information becomes available.

Delay

Create waiting periods between activities without requiring any user interaction.

Use a Delay step whenever work should continue automatically after a defined amount of time or on a specific date. Delays are ideal for cooling-off periods, follow-ups, reminders, or waiting for external events.

Quick Setup Tutorial

  1. Add a Delay step.
  2. Define when the delay should end.
  3. Connect the following workflow steps.
  4. Apply your changes.

Use This Step To...

  • Wait several days before sending a follow-up.
  • Delay work until a scheduled appointment.
  • Create mandatory waiting periods.
  • Automatically continue the workflow after a deadline.

Junction

Bring multiple workflow branches back together.

A Junction waits until all connected workflow paths have finished before allowing the workflow to continue. This ensures that no important work is missed before moving to the next step.

Quick Setup Tutorial

  1. Add a Junction step.
  2. Connect all workflow branches that should meet.
  3. Connect the next workflow step.
  4. Apply your changes.

Use This Step To...

  • Wait until multiple approvals have been completed.
  • Merge parallel inspections.
  • Continue only after all departments have finished their work.
  • Synchronize parallel processes.

Branch Point

Adapt your workflow automatically based on information collected earlier.

A Branch Point evaluates conditions and decides which path the workflow should follow. This allows you to create flexible workflows that respond to different situations without requiring manual decisions.

Quick Setup Tutorial

  1. Add a Branch Point step.
  2. Define one or more conditions.
  3. Connect the matching workflow paths.
  4. Apply your changes.

Use This Step To...

  • Escalate high-risk cases.
  • Skip unnecessary steps.
  • Route requests to different departments.
  • Show different tasks based on previous answers.

Available Conditions

A Branch Point can evaluate information collected earlier in the workflow, including:

  • Selected options
  • Numbers
  • Text values
  • Dates
  • Checkbox values
  • GPS locations
  • Whether optional fields were completed
  • Whether previous tasks were skipped

If a condition is met, the corresponding workflow path continues. Otherwise, that path is skipped automatically.

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