Workflows

In practice

A workflow in HighLevel is an automation: something happens, and HighLevel then carries out a series of tasks without anyone doing them by hand. HighLevel’s help center defines workflow automation as using technology to perform repetitive tasks automatically [1].

How workflows work in HighLevel

Every workflow has two kinds of building block. A trigger is the event that sets the workflow in motion, for example a booked appointment, a form submission or a contact replying to a message [1]. An action is the task performed in response, such as sending an email, updating contact details or assigning a lead to a team member [1].

You create one under Automation, Workflows, by choosing Create Workflow and starting from scratch, a recipe or a template [1]. You choose a trigger, add actions, save, and can use the Test Workflow button before you publish [1]. You can also add a contact to a workflow by hand from the contact record, under Automation, Add Workflow, with a start time [1].

Workflow settings that change behaviour

Each workflow has settings that decide who enters and when messages go out. HighLevel’s settings article describes these [2]:

Setting	What it does
Allow Re-entry	Lets a contact enter again after finishing or being removed, never while still active. Off means one entry only. Appointment- and invoice-based triggers always allow multiple entries
Allow multiple opportunities	Lets a contact enter once per opportunity, each as a separate run
Stop on Response	Ends the workflow for a contact who replies to a message from this workflow
Timezone	Uses the account’s timezone or each contact’s, falling back to the account’s
Time Window	Holds emails, texts and calls outside set hours and days, then resumes at the next open slot; internal steps such as tagging are not held
Sender Details	Default sender name, email and SMS number; a Send Email action’s own settings override them

Some edits do not reach contacts already in a workflow. HighLevel says a changed account timezone affects only new entries, and editing a Wait step does not change waits already running [2].

What it costs

Workflows are part of the platform, but premium features are billed by use. HighLevel’s premium features article lists examples such as inbound and custom webhooks and Google Sheets and Slack actions, and says some Marketplace and LC apps count too [4]. Each eligible sub-account gets 100 free lifetime premium executions, then $0.01 per execution for sub-accounts without a paid Workflow Pro plan [4]. The pricing guide says these charges come from the agency wallet and free triggers and actions are not charged [5]. An agency enables premium features at agency level and can rebill them per sub-account with a markup [4]. HighLevel notes some workflow features use separate pricing, so check each feature’s page [4].

Why it matters for agencies and service businesses

Workflows are where most follow-up lives: speed-to-lead replies, appointment reminders, review requests and pipeline updates. Because they are account assets, they can be included in a snapshot and reused across client accounts. You can try the builder during a 14-day HighLevel trialaffiliate (opens HighLevel in a new tab) (see our trial guide); build a simple form-to-follow-up workflow first.

How other features feed a workflow

A trigger link click is recorded on the contact’s timeline and can start a predefined action in a workflow [6]. A quiz has a Quiz Submitted trigger, and its score or category can drive the follow-up [7]. Workflow maps show a sub-account’s workflows and the assets they use, such as tags, forms, calendars and pipelines, so you can see what depends on an asset before changing it [3].

Where to learn more

HighLevel’s help center has a Workflows category with folders including Getting Started w/ Workflows, Workflow Builder, Workflow Triggers, Workflow Actions, Workflow Recipes, Workflow Maps, Developer Resources and Troubleshooting Workflows [8]. The introduction article is from June 2025 [1], so check the newer trigger and action articles for current options.

Common mistakes

• Building a complex workflow before testing a simple one. Use Test Workflow first [1].
• Expecting a contact to run through again without turning on Allow Re-entry [2].
• Sending texts at night because no Time Window is set [2].
• Changing an asset without checking the workflow map for what depends on it [3].
• Forgetting that premium steps cost money at volume once the free executions are used [4].

FAQ

What is the difference between a trigger and an action? A trigger is the event that starts a workflow. An action is a task the workflow then performs [1].

Can I test before publishing? Yes, HighLevel’s article describes a Test Workflow button [1].

Do workflows cost extra? Standard triggers and actions do not. Premium features cost $0.01 per execution after 100 free lifetime executions per eligible sub-account, as of 2026-10-31 [4].