How to create workflows in SystemeScale

📅 Last updated: June 2026

⏱ 10 min read

✅ All plans

In this article, you will learn all about workflows and how to create them in SystemeScale.

Workflows allow you to build multi-step automations using triggers, actions, decisions, and delays. They are useful when you want to automate follow-up, segmentation, course access, campaign movement, sales actions, and other business processes.

Creating a new workflow

Start by creating a new workflow from the Automations area of your account.

Open Workflows

Create a workflow

Click the Create button.

Name and save it

Choose a name for your workflow, then click Save.

After the workflow is created, define the triggers and assign the actions that should happen next.

Adding a trigger

A trigger is an event that starts the workflow. For example, a workflow can start when a user purchases a product, subscribes through a form, clicks a link inside an email, or joins a community.

Create the first trigger

Click Create your first trigger.

Choose the trigger

A pop-up will appear. Select the trigger that matches the event you want to use to start the workflow.

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A workflow needs a trigger to run

Make sure to select a trigger before adding any steps. Even though it is technically possible to add steps without a trigger, the workflow will not run unless a trigger is defined.

Available workflow trigger types

You can choose from the following workflow trigger types:

Meeting scheduled: When a contact schedules a meeting.
Tag added / Tag removed: When a tag is added to or removed from a contact after the workflow is activated. Tags added or removed before activation are not considered.
Funnel form subscribed: When a contact subscribes through a funnel form.
Blog page form subscribed: When a contact subscribes through a form on a blog page.
Campaign completed: When a contact completes a campaign.
Webinar registration: When a contact registers for a webinar.
Enrolled in course: When a contact enrolls in a course.
Course completed: When a student completes a course.
Module completed: When a student completes a module.
Lecture completed: When a student completes a lecture.
Enrolled in a course bundle: When a contact enrolls in a course bundle.
New sale: When a customer purchases an offer.
Sale canceled: When a subscription is canceled or a one-time payment is refunded.
Email opened: When a contact opens an email.
Email link clicked: When a contact clicks a link inside an email.
Page visited: When a contact visits a specific page.
Enrolled in community: When a contact joins a community.
Subscription payment failed: When a subscription payment fails.
Creator store form subscribed: When a contact subscribes through the “Collect emails” section in the digital store.

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Important trigger notes

You can define multiple triggers to occur simultaneously. Actions will only be executed if the trigger happens after the workflow is activated.

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Email link clicked cooldown

For the Email link clicked trigger, SystemeScale applies a 1-minute cooldown after the first recorded click. This prevents the trigger from executing multiple times due to accidental double-clicks or automated background security checks performed by email providers such as Gmail.

Adding a workflow step

After setting up a trigger, click + to add the next step. You can choose from three main step types: Action, Decision, and Delay.

Action

An action is an operation performed in SystemeScale. Available action options include:

Add a tag
Remove a tag
Enroll in course
Revoke access to a course
Subscribe to campaign
Unsubscribe from campaign
Send webhook
Send an email
Send email to specific address
Send SMS
Grant access to a community
Revoke access to a community
Enroll in a course bundle
Revoke access to a course bundle
Add a new row to a Google Sheet
Add to a pipeline stage

Decision

A decision branches the workflow depending on the contact’s characteristics using filters.

Delay

A delay inserts a waiting period before the contact moves to the next workflow step.

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Exact date delay timezone

If you choose the Exact date delay type, a timezone selector will appear next to the date field. Your account’s default timezone is pre-selected, but you can change it to any timezone you need.

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Need the simpler automation rules guide?

Use automation rules for simpler trigger-and-action automations, and workflows when you need branches, delays, and multi-step logic.

Read Automation Rules →

Creating a sample workflow

Let’s create a sample workflow to illustrate how to use triggers, actions, decisions, and delays.

Workflow background

You are selling two offers.
You have two campaigns: Campaign 1 promotes Offer #1, and Campaign 2 promotes Offer #2.
An automation rule assigns the Customer 1 tag to every buyer of Offer #1.

Workflow sequence

When a lead subscribes through the opt-in page, subscribe them to Campaign 1 to promote Offer #1.
If they buy Offer #1, unsubscribe them from Campaign 1 and subscribe them to Campaign 2 to promote Offer #2.

Steps to follow

Create the trigger

Choose Funnel form subscribed, select the opt-in page, then click Create.

Subscribe the contact to Campaign 1

Add an action, choose Subscribe to campaign, then select Campaign 1.

Add a 7-day delay

Add a delay of 7 days so the contact has time to receive emails from Campaign 1.

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Changing a delay only affects new contacts

Editing the duration of any delay step will only affect new contacts entering that step. Contacts already waiting at that step will not be affected. For example, if you change the delay from 7 days to 14 days, contacts already waiting will still complete their original 7-day delay. The new 14-day timeframe will only apply to new contacts entering the workflow.

Add a decision

Use the Tag filter, choose Contact tagged with, then select Customer 1.

You can always add another group of conditions if your decision needs more filtering logic.

Decision paths

No: The contact does not have the Customer 1 tag, which means they have not purchased yet.
Yes: The contact has the Customer 1 tag, which means they have purchased.

Add actions on the Yes path

If the contact has the Customer 1 tag, add two actions: Unsubscribe from Campaign 1 and Subscribe to Campaign 2.

Once the workflow is configured, activate it so it can start running for contacts who match the trigger.

Activating the workflow

After configuring your workflow, activate it from the workflows list.

Open the workflow options

Go to the workflow list, hover over the three dots (...) next to the workflow, then click Activate.

Confirm activation

On the popup that appears, click Confirm.

Deactivating the workflow

You can deactivate a workflow from the same workflow list.

Open the workflow options

Go to the workflow list, hover over the three dots (...) next to the workflow, then click Deactivate.

Choose the deactivation option

Choose the deactivation option that fits your needs, then click Confirm to finalize.

When deactivating a workflow, you will be given two options:

Deactivate workflow: Stops new contacts from entering, but existing scheduled tasks continue.
Deactivate workflow and cancel related scheduled tasks: Prevents any further scheduled actions from being executed.

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Choose carefully when deactivating

If contacts are already waiting inside delay steps, choose whether those scheduled actions should continue or be canceled before confirming the deactivation.

Sharing the workflow

You can share your workflows with other SystemeScale accounts using a shareable link.

When you share a workflow, the assets directly connected to it, such as tags, courses, funnels, webinar funnels, webinar notification emails, and similar connected assets, are shared so the workflow can work in the recipient’s account without needing to rebuild everything from scratch.

Open the Share option

From your workflows list, click the three dots (...) next to the workflow you want to share, then click Share.

Copy the shareable URL

A popup will appear with a shareable URL. Click Copy the link to your clipboard.

What happens when the recipient clicks the link

The workflow begins importing into their account.
They receive a dashboard notification showing the sharing progress.
They can cancel the import by clicking the X on the notification.
Once sharing is complete, a final Workflow was imported successfully notification appears.
The imported workflow can then be accessed directly from their Workflows page.

Workflow sharing limitations

Most workflow triggers, actions, and conditions are fully shareable. However, some elements rely on highly specific external connections or upcoming platform changes, so they are not included when a workflow is shared.

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Elements not included when sharing workflows

Triggers: Blog page form subscribed and Creator store form subscribed.
Actions: Add a new row to a Google Sheet and Send webhook.

Workflow execution history

Workflow execution history is stored for only one month.

After this period, it is automatically removed from the system for data optimization.

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Why old workflow tasks may disappear

If you cannot find a past workflow task in a contact’s page, it means the task was over one month old and has been removed during system cleanup.

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Using Google Sheets inside a workflow?

Connect Google Sheets before using workflow actions that add new rows to a spreadsheet.

Read Google Sheets Guide →

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📄How automation rules work→📄How to automatically send an email when a lead subscribes→📄How to integrate Google Sheets in SystemeScale→