Organizing workflows with groups and connections

A linked app is any third party service you connect to within a workflow, such as a CRM, email platform, form builder, shop or spreadsheet tool. Passcreator itself is also available as a linked app. This lets you build workflows that act purely within your Passcreator account. For example, a workflow sends a push notification three hours after a customer downloaded a pass for the first time.

Three examples show what a linked app does.

• A Google Sheet that receives a new row when Passcreator creates a pass.
• A CRM like HubSpot that receives customer data when someone scans a pass.
• A messaging tool like Slack that sends alerts when pass holders remove passes from their wallet.

How connections work

• When you choose an action or trigger that requires an external system, the builder prompts you to connect to that app and authenticate. You do this once per integration.
• Once connected, the app is available across your account for other workflows. You do not reconnect it each time.
• You manage all connections in the Apps tab of the workflow builder. There you add, rename, reconnect or remove them. For a worked example, see Connect Shopify with Passcreator.

Ownership and permissions

• Every workflow belongs to the Passcreator account, not to an individual user. This keeps it transparent which automations exist and what data they update. Connections stay available even when the user who created them leaves.
• Passcreator stores all linked app credentials securely and manages them at the account level.
• Your user roles govern access. Administrators and normal users create and manage workflows and connections. All other users have no access to the Workflow Engine. See Users and roles.

Groups are folders you create yourself and assign workflows to, by function, department, campaign or integration. A workflow belongs to only one group at a time. You define the groups entirely yourself and decide when to create, rename, delete or reorganize them.

Creating a group

1. Go to Workflows in the sidebar and open the Automations tab of the builder.
2. Click Create Group or New Group in the group panel.
3. Enter a name, for example "Marketing Campaigns", "Loyalty Programs" or "Event Integrations", and save.

The group now appears in your group list and you start assigning workflows to it.

Moving workflows into groups

1. Locate the workflow in your workflow list.
2. Open the options menu of the workflow.
3. Select Move to Group and choose the target group.

You reassign workflows between groups at any time as your needs evolve.

Renaming or deleting groups

• To rename a group, click the group name, choose Rename, enter the new name and save.
• To delete a group, use the delete option in the context menu of the group. Deleting a group does not delete the workflows inside it. They return to the ungrouped list.