Create operations workflows

Use this guide when your team follows the same steps for a job over and over.

A workflow is a saved checklist. It helps staff do the right work in the right order. You might use a workflow for vehicle intake, vehicle departure, transport, detailing, or a special service package.

What you will accomplish

You will create a workflow, add steps, choose the event type for each step, and save it so staff can use it later.

Create workflow window with name, description, active switch, and workflow steps area — A workflow starts as a named checklist. Add steps in the order your team should complete them.

Before you start

You should be signed in as a team admin or manager.
Open Settings > Operations.
Know the real-world process you want to turn into a checklist.
Confirm each step already exists as an event type in Settings > Events & schedule.

Plan the workflow before you build it

Write the steps in plain English first. This keeps the setup simple.

Example: New Vehicle Intake

Confirm drop off
Photo intake and condition check
Assign first care task

Create a workflow

Open Operations settings
Go to Settings > Operations.
Find the section named Workflows (step-by-step checklists).
Click Add workflow
Click Add workflow.
A window named Create workflow opens.
Enter the workflow name
In Name, type a clear name for the process.
Good examples:
- New Vehicle Intake
- Vehicle Departure
- Transport Checklist
- Detail and Photo Prep
Why this matters: Staff choose workflows by name, so the name should match how your team talks about the work.
Add a short description
In Description (optional), explain when staff should use this workflow.
Example: Use this checklist when a vehicle arrives for storage or service.
Keep Active turned on
Leave Active turned on if staff should be able to start this workflow.
Turn Active off if you are drafting the workflow and want to test it before staff use it.
Add the first step
In Workflow Steps, click Add step.
Choose the Event Type for the first part of the work.
Example: choose Vehicle Drop Off for the first step of an intake workflow.
Review the duration
The Duration area shows how long the step should take.
If the event type has options, choose the option that matches this workflow. If there are no options, the workflow uses a default duration.
Why this matters: Durations help the calendar reserve enough time when the workflow creates scheduled work.
Add a delay only when needed
Use Delay before this step when the next step should happen later.
Example: if a follow-up inspection should happen one week after intake, set the delay to 1 Week.
Leave the delay at 0 when the next step should happen right away.
Rename the step if the event type name is not clear enough
Use Custom Name (optional) if staff need a more specific instruction.
Example: an event type may be Internal Service, but the step name could be Assign first care task.
Mark optional steps only when staff may skip them
Turn on Optional step (can be skipped) only when the step is helpful but not always required.
Expected result: Staff know which steps are required and which ones can be skipped when they do not apply.
Save the workflow
Click Save.
The workflow appears in the Workflows (step-by-step checklists) table.

Reorder workflow steps

If steps are in the wrong order, open the workflow with Edit.

Use the handle beside each step to drag it into the correct order. The first step should be the first real action staff take.

Edit or archive a workflow

Click Edit to update the checklist
Use Edit to change the name, description, active setting, or steps.
Click Save after making changes.
Click Archive when staff should stop using it
Use Archive when a workflow is outdated or replaced.
Expected result: Staff cannot start the archived workflow for new work, but past records keep their history.

Helpful tips

Workflow is another word for a repeatable checklist.

Some teams also say "SOP," which means standard operating procedure. You do not need to use that term with your staff. A simple name like New Vehicle Intake is easier to understand.

Troubleshooting

What to do next

After the workflow is saved, test it with a real or sample vehicle before using it with customers. If staff also need clearer progress labels, continue with Manage custom statuses and amenities.