Building a workflow with triggers, conditions and actions

To start building, go to Workflows in the sidebar and create a new workflow in the Automations tab of the embedded builder.

A trigger is the starting point that determines when your workflow runs. Triggers react to several kinds of events.

• Passcreator events, for example someone creates, updates or scans a pass or saves it in a wallet
• Events in connected apps, for example a new contact in HubSpot, a submitted form or a new order in Shopify
• A schedule, either a specific date and time or a recurring interval
• A webhook call from another app
• A manual start

Configuring an event in an external app usually requires a connection to that app. See Organizing workflows with groups and connections.

Conditions filter the trigger. They specify exactly which events start the workflow. For example, a workflow runs only when the status of an order is Delivered, or when a pass belongs to a specific template.

• To access conditions, select the Conditions button next to the trigger step of the workflow.
• You edit conditions only while the workflow is paused. This way changes don't disrupt running automations.
• To add a condition, click + Add a condition at the bottom of the conditions modal and specify the field, operator and value.
• To delete a condition, click the trash can icon in the upper right corner of the condition.

For more complex logic, click Convert to a group of conditions beneath your current conditions. Groups combine several conditions with AND, where all must be true, or OR, where any one suffices. You toggle between "and" and "or" within and across groups.

Actions are the tasks your workflow executes after the trigger fires. To add one, follow three steps.

1. Select the + icon beneath your trigger step.
2. Choose Action from the menu.
3. Configure the action. An asterisk * marks required fields. Map data from previous steps into the fields to make the automation dynamic.

Actions fall into five categories.

The available actions depend on the connected app. For spreadsheet integrations, for example, you'll find actions like Create/Update Row, Find Row, Delete Row, Insert Column and Clear Sheet.

Between steps you also insert built in tools such as delays, routers, data formatting and AI tools. See Built in workflow tools.

When someone scans a loyalty card, you want to update the points of the customer in your CRM, log the scan in a spreadsheet and confirm it by email. The workflow looks like this.

1. The trigger is a scanned pass.
2. Step 1 updates the CRM record.
3. Step 2 adds a row to a Google Sheet.
4. Step 3 sends an email notification.

All steps run in order, so one workflow handles an automation with several stages.

• Order matters. Steps execute in the order you define. If a step depends on data from a previous step, place it afterwards.
• Test thoroughly. Before launching a complex workflow, run it with sample data.
• Monitor execution. Use the History tab of the builder to track runs and troubleshoot failed steps. If a step fails, your error handling decides whether the following steps run.
• Keep workflows focused. There is no hard limit on the number of steps, but smaller, focused workflows are easier to maintain.
• Remember billing. Workflow executions consume transactions from your monthly quota.