What workflows are and who gets them
Workflows send follow-ups, review asks and reminders on their own. See what they do, who can use them and how to ask for early access.
A workflow is a set of steps Utopia runs for you. Something starts it, like a new lead or a finished job. Then it can wait, text or email the customer, check something, tag them, or tell your team.
Your basic texts are not workflows. Booking confirmations, reminders, "on my way" and invoice links are free on every plan and work without any setup.
See your workflows
- Go to Marketing → Workflows.
- The list shows each workflow, whether it's On, how many Runs it has had and its Last run.
- Under it, Start from a template shows ready-made workflows you can copy.
Who can use them
- Workflows come with Utopia Max, our top plan. Prices aren't set yet.
- Until then, if your business doesn't have them, you'll see a card that says workflows come with Utopia Max. Tap Ask for early access and send the message that's already written for you.
- Owners and admins can make and change workflows. Managers can look at them and their runs. Technicians don't see them.
What it won't do
- It never texts someone who replied STOP, and marketing messages skip anyone who unsubscribed.
- Marketing texts only go to people who agreed to get them. Everyone else is skipped, and the text step shows how many.
- Texts only go out between 8 am and 8 pm in your time zone. A text that comes due at night waits until morning.
- Workflow texts go out from your own texting number. Until it's verified, text steps are skipped and the run log says so; emails still go. See Get your texting number.
- The same person can't enter the same workflow twice in 10 minutes, and a workflow can't start itself.
When a step could break a rule, like asking only happy customers for reviews, the builder shows a yellow warning on it. You can still save and turn it on. See Build a workflow.
Didn't work?
I don't see Workflows
Workflows are under Marketing. If the page says they're for owners, admins and managers, ask an owner to change your role.
The On switch is grey
Your business doesn't have workflows yet. Tap Ask for early access, or talk to a person.