What can I automate using workflows?
This page lists workflows that small businesses use every day, grouped by what they help you do. Each one says what it does, how to start it and what you need.
Most start from a ready-made template. To open a template, go to Automations > Workflows and click Browse templates (or Start from a template if you have no workflows yet). The label on each template card shows what it needs, for example Uses pipelines or Needs AI Assist. If you are new to workflows, start with Getting started with Workflows.
What "You need" means:
Most start from a ready-made template. To open a template, go to Automations > Workflows and click Browse templates (or Start from a template if you have no workflows yet). The label on each template card shows what it needs, for example Uses pipelines or Needs AI Assist. If you are new to workflows, start with Getting started with Workflows.
What "You need" means:
- AI Assist: AI Assist turned on, the add-on active and AI credits available. See Getting started with AI Assist.
- An AI agent: at least one AI agent that answers your chats. The agent starts the workflow during the conversation. See Letting your AI agent run workflows.
- Slack: a Slack incoming webhook for the channel that gets the alert. See Sending Slack alerts with workflows. When a template also does other things, the Slack step is optional. Delete it if you do not use Slack.
Capture every lead
| Workflow | What it does | Start with | You need |
|---|---|---|---|
| Turn tagged chats into deals | When an agent tags a chat lead, the workflow adds a deal linked to the chat, creates a follow-up task and emails your sales team. | Your own workflow: Chat tagged, then a Condition on Chat · Tags | A pipeline, and a connected email inbox for the email |
| Let AI find the buyers | After each chat, AI rates how ready the visitor is to buy. Hot leads become deals, and warm leads get a follow-up task. | Chat to qualified deal template | AI Assist, a pipeline |
| Let your AI agent hand over leads | When your AI agent has a lead's name, email address and need, it creates a deal and alerts sales. | Qualified lead hand-off template | AI Assist, an AI agent, a pipeline |
| Make tickets or deals from website forms | Each form that your website sends becomes a ticket or a deal, with all its details. | Your own workflow: Webhook | A developer to send and sign the requests |
For step-by-step guides, see Creating deals from chats with workflows. To build the website form workflow, see the recipe at the end of this page.
Reply faster
| Workflow | What it does | Start with | You need |
|---|---|---|---|
| Answer every new conversation | If nobody replies to a new conversation in 5 minutes, Slack alerts your team. On channels that allow it, the customer also gets an automatic reply. | Never miss a new conversation template | Channels connected to your Omnichannel Inbox, Slack |
| Protect your ticket response time | Slack alerts your team when a new ticket has no agent reply after 4 hours. | First-response SLA guard template | Slack |
| Act on urgent conversations | Slack alerts your team when a conversation gets the highest priority. | Urgent priority alert template | Channels connected to your Omnichannel Inbox, Slack |
| Notice when customers come back | Slack alerts your team when a closed conversation opens again. | Reopened conversation alert template | Channels connected to your Omnichannel Inbox, Slack |
| Answer "Where is my order?" at any time | Your AI agent asks for the order number and checkout email, finds the order and tells the customer its status. | Order status lookup template | AI Assist, an AI agent, a connected Shopify store |
Send work to the right team
| Workflow | What it does | Start with | You need |
|---|---|---|---|
| Route each chat to sales or support | After each chat, AI decides which team needs it. The workflow emails that team a ticket with the transcript. | Chat to qualified deal template, changed as in the guide | AI Assist, an email address for each team |
| Let your AI agent escalate to a person | When a visitor asks for a person, or the agent cannot help, the agent creates a ticket for your support team. | Escalate to a human template | AI Assist, an AI agent |
For the step-by-step guide, see Creating tickets for the right team with workflows.
Follow up on time
| Workflow | What it does | Start with | You need |
|---|---|---|---|
| Chase stalled proposals | When a deal stays in your proposal stage for 5 days, the workflow creates a follow-up task. | Proposal follow-up template | A pipeline with a proposal stage |
| Start onboarding when you win | When a deal is won, the workflow creates a card in your onboarding pipeline and a kickoff task. | Won deal to onboarding template | Two pipelines: sales and onboarding |
| Win back lost deals | 90 days after a deal is lost, the workflow creates a task to check in again. | Lost deal win-back template | A pipeline with a lost stage |
| Call visitors back | When a visitor asks for a call, your AI agent collects their phone number and preferred time. The workflow creates a call-back task. | Request a call-back template | AI Assist, an AI agent |
Keep customers happy
| Workflow | What it does | Start with | You need |
|---|---|---|---|
| Recover after a bad rating | After a thumbs-down rating, AI summarizes the chat and the workflow creates a high-priority call-back task. | Bad-rating recovery template | AI Assist |
| Spot customers who might leave | AI finds chats about canceling, refunds or competitors. The workflow creates an at-risk card and a task. | Cancellation-risk alert template | AI Assist, a pipeline |
Act on product feedback
These templates work with tawk.to Feedback, where customers post and vote on ideas.
| Workflow | What it does | Start with | You need |
|---|---|---|---|
| Sort new ideas | AI files each new idea as a bug, a feature request or a question. | New idea triage template | AI Assist, Feedback |
| Move popular ideas to your roadmap | When an idea gets 25 votes, the workflow adds it to your roadmap. | Vote threshold to roadmap template | Feedback |
| Tell your team when a request ships | Slack alerts your team when an idea moves to your released status. | You asked, we built it template | Feedback, Slack |
| Write a weekly product update | Every Friday, AI writes an update from the ideas that reached your chosen roadmap column, and saves it to your changelog. | Weekly product update template | AI Assist, Feedback |
Examples by type of business
The workflows above work for any business. Here is how different businesses use them.
Online stores and retail
| Example | Start with | You need |
|---|---|---|
| Your AI agent answers "Where is my order?" at night and on weekends. | Order status lookup template | AI Assist, an AI agent, a connected Shopify store |
| A visitor who asks about bulk prices becomes a deal. One who asks about a single product gets a follow-up task. | Chat to qualified deal template, with your own rules for hot and warm | AI Assist, a pipeline |
| Each return request from your website form becomes a ticket. | Your own workflow: Webhook | A developer |
Professional and business services
| Example | Start with | You need |
|---|---|---|
| A consultant tags a chat lead. The workflow adds a deal and a follow-up task. | Your own workflow: Chat tagged | A pipeline |
| A web design agency gets a follow-up task when a proposal has not moved for 5 days. | Proposal follow-up template | A pipeline with a proposal stage |
| An accounting firm gets an onboarding card and a kickoff task for each new client. | Won deal to onboarding template | Two pipelines |
Home and trade services
| Example | Start with | You need |
|---|---|---|
| A plumber's AI agent takes the phone number and best time of each visitor who wants a call. The team gets a call-back task. | Request a call-back template | AI Assist, an AI agent |
| A visitor who asks for a quote for a job at an address becomes a deal. | Chat to qualified deal template, with your own rules for hot and warm | AI Assist, a pipeline |
Health and wellness
| Example | Start with | You need |
|---|---|---|
| A dental clinic's AI agent passes questions it cannot answer to the front desk as a ticket. | Escalate to a human template | AI Assist, an AI agent |
| A salon calls back each client who gives a thumbs-down rating. | Bad-rating recovery template | AI Assist |
Hospitality and travel
| Example | Start with | You need |
|---|---|---|
| A hotel calls back each guest who gives a thumbs-down rating, with an AI summary of the chat. | Bad-rating recovery template | AI Assist |
| A tour operator tags group requests group. Each one becomes a deal and a follow-up task. | Your own workflow: Chat tagged | A pipeline |
| A restaurant's team gets a Slack alert when a WhatsApp conversation is set to the highest priority. | Urgent priority alert template | WhatsApp connected to your Omnichannel Inbox, Slack |
Other businesses
| Example | Start with | You need |
|---|---|---|
| A wholesale supplier checks in on each lost deal after 90 days. | Lost deal win-back template | A pipeline with a lost stage |
| A software company sorts each new idea into a bug, a feature request or a question. | New idea triage template | AI Assist, Feedback |
| A school sends admissions chats and IT chats to different teams. | Chat to qualified deal template, changed as in the routing guide above | AI Assist, an email address for each team |
| A real estate agency's AI agent collects a buyer's budget and area, then creates a deal. | Qualified lead hand-off template | AI Assist, an AI agent, a pipeline |
Two workflows to build yourself
These workflows have no template. Values in {{ }} are runtime data, which fills in details from each run. See Using runtime data in workflows. For every step and its options, see Building workflow steps: actions, conditions, waits and AI steps.
Make tickets from website forms
Each request from your website, booking tool or store becomes a ticket in tawk.to, with all its details. Your form must sign each request, so you usually need a developer. See the Webhook section of Choosing what triggers a workflow.
| Trigger | Webhook. After you save, click Rotate secret. Copy the Hook URL and the signing secret into your form tool. |
| Your form sends | {"name": "Jane Doe", "email": "jane@example.com", "subject": "Quote request", "message": "Hi, I would like a quote for…"} |
| Step 1 | Action > Communication > Create ticket: Requester name {{trigger.name}}, Requester email {{trigger.email}}, Subject {{trigger.subject}}, Message {{trigger.message}}. Keep Notify requester by email on. |
| Step 2 (optional) | Send Slack notification: New web request from {{trigger.name}}: {{trigger.subject}}. Ticket {{nodes.<step 1 ID>.output.ticketId}} |
To test, use a real email address and turn off Notify requester by email. Create ticket rejects addresses at example.com.
Check an important system each morning
Find out that your store API or booking system has a problem before your customers do.
| Trigger | Schedule: Every day, At time 08:00, your Timezone |
| Step 1 | Action > Developer tools > HTTP request: GET your status URL. Turn on Continue even if the request fails. |
| Step 2 | Condition: IF Step 1 · HTTP status does not equal 200 (Value type Number), go to step 3. If not, end the workflow. |
| Step 3 | Send Slack notification: Morning check failed. The status page answered {{nodes.<step 1 ID>.output.data.status}}. |
Tip: Copy the exact nodes.… path from the Available runtime data panel in step 3.
Connect your other tools
A workflow can also send details to the tools your team already uses:
- Posting to Microsoft Teams with workflows
- Adding leads to Notion with workflows
- Creating ClickUp tasks with workflows
Related guides
Have a question we haven't covered or need support?
- Chat with us (live chat is available 24/7)
- Visit our Feedback page
- Schedule a call with us