Confirm a site visit
When A card enters a stage: Site visit
Then Send a WhatsApp template · Create a task for the card's owner (add Update tags and Notify if you like)
Workflows · New
When a lead moves, the next step happens by itself.
Workflows watch your Sales CRM and contacts. When a card moves, a tag is added, a field changes or a date comes round, BizBotify sends the right WhatsApp template, gives the lead an owner, creates the task and starts the follow-up. Set it up once, and test it on a real card first.
Updated October 2026
- When A card enters a stage: Site visit
- Only if City is any of Pune
- Then
- Send a WhatsApp template
- Create a task for the card's owner
- Update tags
- Notify the card's owner
Example: Anita's card moves to Site visit. The workflow sends her the visit confirmation, gives Priya a task to confirm the visit, tags Anita site-visit and notifies Priya. Run history shows Done.
BizBotify Workflows is no-code automation built into BizBotify, an official WhatsApp Business API platform (Meta Tech Provider) with a Sales CRM. When a card is created, enters a stage, is won, lost or assigned, a tag or field changes, or a date comes round, a workflow checks your conditions and then sends an approved WhatsApp template, updates tags and fields, moves the card, assigns an owner or the next person in a team, creates a task, notifies your team, or starts a follow-up or chatbot flow.
How a workflow reads: When, Only if, Then
When is what starts it. In the example, it's A card enters a stage with the stage Site visit: every card that moves into Site visit, or is created straight into it, starts a run.
Only if narrows it down. Here it's "City is any of Pune", so a card from another city doesn't run, and run history says why: "City doesn't match (needs Pune)". Pick Match all of these or Match any of these when you add more than one condition.
Then is the list of steps, run in order: send the visit confirmation template, create a task for the card's owner, update tags and notify the owner. The ready-made Confirm a site visit starts with the first two steps; add the other two yourself.
It reads top to bottom, like a sentence. There's no diagram to draw.
Six workflows owners set up first
When you have no workflows yet, pick a ready-made one under Start with a ready-made workflow. Any of them can also be built by hand.
Follow up when a card sits in a stage
When A card enters a stage
Then Wait 3 days · Create a task for the card's owner. A card that has left the stage by then stops the run.
Tag each new enquiry by Source
When A card field gets a value or changes: Source
Then Update tags with the new value
Start a follow-up when a tag is added
When A tag is added
Then Start a follow-up for the contact.
Share new leads in turn
When A card is created
Then Assign an owner: Take turns in a team. For leads that arrive with no owner (website forms, lead ads, new chats nobody is assigned to). A card already owned by someone in the team keeps its owner, including cards they created themselves.
Birthday wishes every year
When A contact date is reached: your birthday field, Every year
Then Send a WhatsApp template. Needs a date field on contacts.
What can start a workflow
12 starting points, in the app's own words. Card triggers work on your Enquiry Board and Sales Board; the rest work on any contact.
| Trigger | Example |
|---|---|
| A card is created | Welcome every new enquiry with a template |
| A card enters a stage | Confirm a site visit when the card reaches Site visit |
| A card is won | Send a thank-you template |
| A card is lost | Start a win-back follow-up |
| A card is assigned | Tell the new owner |
| A tag is added | Start a follow-up for each contact who gets the tag expo-2026 |
| A tag is removed | Stop a follow-up when "interested" is removed |
| A contact is assigned | Notify the new owner |
| A contact field gets a value or changes | Tag customers whose City becomes Pune |
| A card field gets a value or changes | Tag the contact with the card's Source |
| A contact date is reached | Birthday wishes every year (a date field you add on contacts) |
| A card date is reached | Remind the customer a day before the visit date (a date field on the card) |
Date triggers fire on the day, a few days before or after, or every year.
What a workflow can do
11 steps, plus If / else and Wait.
| Step | What it does |
|---|---|
| Update tags | Add or remove tags on the contact |
| Set a contact field | Fill in or change a contact field |
| Set a card field | Fill in or change a field on the card |
| Move the card | Move the card to another stage |
| Assign an owner | Someone specific, or Take turns in a team; their unassigned chats follow |
| Create a task | Add a task with a due time, for example for the card's owner |
| Notify | Tell people in the app, and on their phone if they turned on notifications |
| Start a follow-up | Start a follow-up series for the contact |
| Stop a follow-up | Stop a follow-up series the contact is in |
| Send a WhatsApp template | Send an approved template from its own number, filled with contact and card details, with an optional default for each |
| Start a chatbot flow | Start one of your chatbot flows with the customer, without them messaging first |
| If / else | Send different customers down different steps, with up to 10 branches |
| Wait | Wait a set time, up to 90 days, or until a date, before the next step |
Workflows, chatbot flows, follow-ups and broadcasts: which one to use
| Tool | Starts when | Use it for |
|---|---|---|
| Workflow | A change on a contact or card, or a date. Never a message. | The next step after a lead moves: template, owner, task, follow-up |
| Chatbot flow | Usually a customer message or keyword; a workflow can start one too | A conversation that asks questions and waits for answers |
| Follow-up | A workflow's Start a follow-up step, an audience filter, or you add people by hand | A timed series over days that stops when the customer replies |
| Broadcast | You send it | One message to many customers at once |
A workflow reacts to a change or a date, never to a message, and it never waits for a reply.
Powerful, with brakes built in
- Never messages customers who opted out.
- At most 3 marketing messages from workflows per customer in 24 hours by default (you can set 0 to 20 under Settings → WhatsApp → Compliance). Over the cap, the message is skipped.
- Skips a message that would go out more than 6 hours late (after a Wait, the 6 hours count from when it ends).
- With Wait until the chat is free, holds a template while your team or a chatbot flow is mid-conversation, for up to 1 hour.
- Imports never start workflows.
- A chain of workflows stops after 3 levels.
Test it, switch it on, read every run
- Try it on a real contact or card shows which conditions pass, which steps would run and the filled-in message. It changes and sends nothing.
- Check for problems shows what to fix in each part of the workflow.
- Activate opens the Turn on dialog. It lists the templates the workflow sends and marks the Marketing ones, and a WhatsApp number with Low quality blocks it. For a workflow that starts when a card is created, enters a stage, is won or is lost, has a send step and doesn't wait or start a follow-up, it also estimates the messages a month, going by the last 30 days.
- Runs from now on. Cards already in the stage don't get it, and dates that passed while it was off aren't caught up.
- Run history is kept 90 days (Didn't run rows: 30 days). Each run says what happened in plain words, for example "City doesn't match (needs Pune)" or "The customer opted out of WhatsApp messages".
- Needs attention marks a workflow when something it needs breaks, such as a template that is no longer approved or a deleted stage.
Frequently asked questions
What is WhatsApp CRM automation?
WhatsApp CRM automation means your CRM does the next step on WhatsApp for you. In BizBotify, a workflow watches your leads: when a card enters a stage or is won or lost, a contact gets a tag, or a date comes round, it sends an approved WhatsApp template, assigns an owner, creates a task or starts a follow-up. Card triggers and the card and task steps work on your Enquiry Board and Sales Board.
What is BizBotify Workflows?
Workflows is the automation in BizBotify that reacts to changes in your contacts and Sales CRM rather than to chat messages. When a card moves, a tag or field changes, or a date comes round, a workflow checks your conditions and does the next step: it sends an approved WhatsApp template, assigns an owner, creates a task, notifies your team, or starts a follow-up or chatbot flow. Find it under Automation → Workflows.
Can BizBotify send a WhatsApp message when a lead changes stage?
Yes. Create a workflow on A card enters a stage, pick the stage, and add Send a WhatsApp template. Each card that enters the stage gets the approved template the first time it enters, filled in with the customer's and the card's details, usually within seconds. Customers who opted out never get it. Cards already in the stage when you switch it on don't get it.
Do I need Zapier or a separate CRM?
No. BizBotify has its own Sales CRM, so a workflow reacts to your Enquiry Board and Sales Board directly, with no connector in between. Tag, contact field and contact date triggers work on every contact too.
How is a workflow different from a chatbot flow?
In BizBotify, a chatbot flow holds a conversation: it usually starts when a customer messages you, then asks questions and waits for answers. A workflow reacts to a change or a date, never to a message, and never waits for a reply. They work together: a workflow can start a chatbot flow when a card enters a stage.
Can a workflow send too many messages to a customer?
BizBotify has brakes for that. A workflow never messages a customer who opted out. By default a customer gets at most 3 automated marketing messages from workflows in 24 hours; set 0 to 20 under Settings → WhatsApp → Compliance. A message that would go out more than 6 hours late is skipped (after a Wait, counted from when it ends). Imports never start workflows, and a chain of workflows stops after 3 levels.
Can I test a workflow before it goes live?
Yes. Try it runs a BizBotify workflow on a real contact or card and shows which conditions pass, which steps would run and the message it would send. It changes and sends nothing. When you switch it on, BizBotify lists the templates it uses and marks the Marketing ones. For stage, created, won and lost workflows, it also estimates monthly messages from the last 30 days, unless the workflow waits or starts a follow-up.
Can workflows share new leads across my sales team?
Yes. In BizBotify, Assign an owner can Take turns in a team: each new card goes to the next person in a fixed order, skipping anyone removed or deactivated, and the contact's unassigned chats go to that person too. A card already owned by someone in the team keeps its owner. It doesn't know who is busy or on leave.
Can a workflow send birthday or anniversary wishes?
Yes, from a date field you add to your BizBotify contacts. Use A contact date is reached with Every year, then Send a WhatsApp template. Date workflows check from about 9 am your local time, and a day that passes while the workflow is off isn't caught up.
What happens when a workflow can't do a step?
BizBotify's run history says why in plain words, for example "The customer opted out of WhatsApp messages" or "City doesn't match (needs Pune)". If something a workflow needs breaks, such as a template that is no longer approved or a deleted stage, the list marks it Needs attention.