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COMMUNICATION

Workflows & Automations

Workflows let you automate repetitive tasks in Rotor so your business keeps moving without manual effort. You can find them under Engagement → Workflows.

Written By Anton Alley

Last updated 3 days ago

How Workflows Work

Every workflow has two parts:

  • Trigger — the event that starts the workflow (e.g., an opportunity moves to a new pipeline stage)

  • Actions — what happens after the trigger fires (e.g., send a text, wait, move stage)

Workflows start as a Draft and won't run until you set them to Active. Always click Save in the top right after making changes.

Note: Each workflow currently supports only one trigger, so multi-stage pipelines require one workflow per stage.

Available Triggers

Entity

Trigger Events

Lead

Form submission, Stage change, Lead created (filter by source), Tag added, Follow-up due, Contact replied

Opportunity

Stage change, Contact replied, Due date, Tag added, Status change

Customer

Form submission, Customer created, Status change, Tag added, Agreement signed, Contact replied

Job

Job completed, Rescheduled, Created, Cancelled

Invoice

Invoice sent, Payment completed

Quote

Quote sent

Looking for a reminder the day before a visit? There is no "X days before the visit" trigger here — that reminder is a built-in setting under Settings → Messaging → Visit Reminders. See Send a Reminder 1 Day Before a Visit.

Available Actions

  • Send Text / Send Email — message the contact; supports templates, variables, and HTML formatting

  • Wait (Delay) — pause before the next action; useful for drip campaigns

  • Move Stage — advance an opportunity through a pipeline

  • Add to Pipeline — enroll a lead or customer in a pipeline

  • Remove from Pipeline — archive the triggering opportunity and take it out of its pipeline. Only available when the workflow trigger is an opportunity. No configuration needed.

  • Create Task — generate a follow-up task automatically

  • Send Notification — alert a specific team member

  • Add / Remove Tag — tag any entity for organization or future triggers

  • Assign / Remove User — control which team members have access to a record

  • Cancel Automations — stop a running workflow (e.g., when a contact replies)

  • Conditional Split — branch the workflow based on conditions like stage, tag, or invoice status

Tips

  • Respect Business Hours — enable this on text/email actions to avoid messaging contacts at odd hours. Messages will queue and send when business hours resume.

  • Cancel on Reply — create a separate "Contact Replied" workflow that cancels active automations so contacts don't keep receiving automated messages after responding.

  • Variables — you can insert dynamic fields (like first name) into messages, but make sure the variable matches the trigger type (e.g., don't use job variables on a lead trigger).

Congratulations! You can now set up workflows and automations in Rotor.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.

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