Workflows let Prospyr handle routine follow-up for you. You choose what starts the workflow (the trigger), then add the steps it runs, like sending a text, waiting, checking a condition, or alerting your team. This article walks through building one from start to finish.
The example below is a new lead follow-up: when someone submits a lead form, Prospyr texts them right away, waits one day, and alerts the front desk if the lead still hasn't replied. If the lead books an appointment, the workflow stops.
Open Workflows
Got to Settings > Data > Workflows
The Workflows page lists your workflows, what triggers each one, and whether it's on.
Start a new workflow
You can start from a ready-made template or from a blank canvas. Templates are a quick way to set up common automations, like a missed call text-back or a review request. A blank canvas lets you choose every step yourself.
Click Create Workflow.
Choose how to start:
Start from blank: an empty canvas where you pick the trigger and build each step. This example uses this option.
A template, such as Missed call text-back, Review request, Birthday offer or New lead follow-up: the trigger and steps are filled in for you to review.
At the top of the canvas, click the name (New Workflow) and type a name your team will recognize, for example New lead follow-up.
Choose the trigger
The trigger is the event that starts the workflow for a patient or lead. Every workflow needs one.
On the canvas, click the Trigger box.
Under Source Type, choose Internal Event to start from something that happens in Prospyr, like a new appointment, a paid invoice, or a lead form submission.
In Trigger On, choose the event. For this example, choose Lead Form Submitted.
Use the options under Event Details to narrow down when it starts. For Lead Form Submitted, leave Lead Forms empty to start on any lead form, or pick specific forms.
Close the panel.
Add the steps
Steps run from top to bottom, starting under the trigger. To add a step, click the + under the last box on the canvas and choose an action from Add a step.
Send a text message
Click the + under the Trigger box, then choose Send SMS.
Type your text in Message. You can personalize it with merge tags, such as the patient's first name.
Turn on Marketing message only for promotional texts. Marketing texts only go to patients who opted in to marketing SMS, so leave it off for care messages like appointment reminders.
Click Save SMS Configuration, then close the panel.
Add a wait
A wait pauses the workflow before the next step runs.
Click the + under the Send SMS box, then choose Delay / Wait.
Choose a Quick pick, such as 1 day, or enter a Custom wait time in minutes, hours or days.
Click Save, then close the panel.
Add a condition
A condition checks something before the workflow continues. The workflow then follows the Yes path if the condition is true, or the No path if it isn't.
Click the + under the Delay box, then choose Condition.
Describe the condition in plain words, for example Patient has not sent a message.
Click Generate. Check the Condition Summary to make sure it matches what you meant.
Close the panel. The Condition box now has a green Yes path and a red No path.
Add a step to a path
Steps on the Yes path run only when the condition is true. In this example, the front desk is alerted when the lead still hasn't replied. The No path is left empty.
Click the green + under Yes, then choose Send Staff Notification.
Type the alert in Message.
Under Who gets notified, choose who receives it. For example, in Everyone with a role, choose Front Desk. You can also choose Specific people.
Close the panel.
Add an exit condition (optional)
An exit condition stops the workflow early when it becomes true. Once it's met, the workflow stops completely and none of the remaining steps run. In this example, the workflow stops if the lead books an appointment.
At the top of the canvas, click Exit Condition.
Describe when the workflow should stop, for example Patient has an upcoming appointment.
Click Generate and check the Condition Summary.
Click Save Exit Condition
The Exit Condition button turns orange when an exit condition is set. Hover over it to see the condition.
Review the settings and save
Changes to a step apply on the canvas right away, but nothing is kept until you save the workflow. Until then, Unsaved changes shows next to the name.
Click Settings to review Respect message quiet times. It's on by default, so texts and emails only send between 8:00 AM and 9:00 PM in the patient's primary location time zone (or your practice time zone if the location has none). Messages ready overnight wait until 8:00 AM. If you turn it off, messages can send at any time.
Click Save Workflow.
Prospyr shows Workflow created successfully! A new workflow is saved turned off, so the switch next to the name reads Disabled. It won't run until you turn it on.
Turn the workflow on or off
Turn the workflow on once you've checked every step. From then on, it runs each time the trigger happens.
Click the Disabled switch next to the workflow name. It changes to Enabled and Prospyr shows Workflow enabled.
To turn it off again, click the Enabled switch. Prospyr shows Workflow disabled.
To check whether a workflow is on, look at the Status column on the Workflows page.
Good to know
New workflows start turned off, including ones you start from a template.
You can't save a workflow until its trigger is set up. If it isn't, Prospyr shows Every trigger must be configured.
If part of the workflow is out of view, click the fit-to-screen button, the last of the zoom buttons in the bottom-right corner of the canvas. It shows the whole workflow.