Workflows & automation
Workflows: when every message goes out
How MoveBoard decides when each email, text, document and task goes out — one plain sentence per workflow, When · Wait · Only if · Do — and where to find them.
- 3 min read
- Checked against MoveBoard
- For owners & admins
On this page
Every automatic email, text, document and task in MoveBoard is a workflow: one sentence that says when it starts, how long to wait, only if what is true, and what to do. Templates hold the words; workflows decide when they go and to which orders.
Find them in Settings › Communication › Workflows. You need access to Settings to open the page.
The four parts
| Part | What it answers | Example |
|---|---|---|
| When | What starts it — something that happens, or a date on the order | An order becomes Booked |
| Wait | How long before it acts | 1 hour, never at night |
| Only if | What must be true about the order | The inventory contains a piano |
| Do | One or more steps, in order | Create a task for the sales rep |
A workflow can also Stop by itself: conditions checked again just before each run — for example "stop once the deposit is paid".
The Workflows page
- At the top, the company switch: Workflows are sending, or Workflows are off — MoveBoard's automatic messages send. See Turning workflows on.
- Below it, the quiet hours in your company's time zone (8 PM – 8 AM).
- Search workflows and the group buttons (New leads & quotes, Status changes, Reminders, Payments & invoices and so on) narrow the list.
- Each row reads as a sentence: When … → wait … → only if … → do …. Press any underlined part to open that workflow with just that part ready to change.
- Under each sentence, three tags say what it applies to: Move (move types), Service and Estimate (estimate types) — for example Move Residential · Service Local Move · Estimate Flat Rate. A built-in shows the boxes ticked on its template; Any … means every one; a red No … ticked means its template has none ticked, so it never sends. Press a tag to open the workflow's Only if.
- Applies to — pick a move type, a service or an estimate type to see only the workflows that can send for it.
- Each row has its own on/off switch — it shows what is saved, including for a workflow you just created — the count of what it has sent, when it last ran, a Log button and — when it sends an email or a text — an eye that shows the real message (What the customer gets).
- Rows marked Built in are the messages MoveBoard already sends for your company. See Built-in workflows.
What every workflow does for you
Shown on every workflow under Built into every workflow:
- It never sends the same thing twice for the same moment.
- It reads the order again when it runs — if the order changed and no longer fits, the run is skipped and the log says why.
- It honours opt-outs, unsubscribes and texting rules, like every message.
- Emails go from the order's sales rep, with your header and footer.
Start one
Press New workflow, then Start blank or pick an example (Piano care, Follow up a quote, Day-before reminder for extra stops, Thank you after the move, Big move heads-up, Deposit reminder). The walk-through is in Set up a workflow.
Who can do what
- Anyone with access to Settings can open, change, switch on or off, duplicate and try workflows.
- Only an admin can delete a workflow you made, and only an admin can switch workflows on or off for the whole company.
Related guides
- Workflows & automationSet up a Workflow (the piano example)Build a When · Wait · Only if · Do rule — here, a task to confirm the piano whenever an order with a piano is booked — and try it on an order before it ever runs.
- Workflows & automationBuilt-in workflowsThe messages MoveBoard already sends for your company, shown as workflows — what they are, how to change or switch one off, and how Reset puts it back.
- Workflows & automationTurning workflows onThe company switch that hands every automatic message to Workflows — who can flip it, what happens the moment it goes on, and how to turn it back off.
- Workflows & automationTemplates vs workflowsTemplates hold the words, workflows decide when they go — which page to open for which change, and why switching a template off still stops it.
- Workflows & automationThe run log — why something did or didn't sendEvery run of a workflow — sent, done, waiting, skipped, stopped or failed — with the reason in plain words, on the Workflows page.
Still stuck? A person will help.
Open a ticket from Support inside MoveBoard, or email us — we usually reply within one business day.