Workflows are one of the most powerful features in Heartbeat. They let you automate actions based on member behavior — whether it’s welcoming new users, promoting an upcoming event, or sending emails after a course is completed.

Workflows are like an automation layer that runs across your entire community. You can trigger them based on nearly any member interaction: joining the community, RSVPing to an event, completing a course, or even matching a filter in your member list.

Overview Video

Where to find Workflows

To access workflows:

1. Click the Settings icon in the top-right corner of Heartbeat.

2. Navigate to Settings > Workflows.

From here, you can manage all your existing workflows or create new ones.

Workflow types

There are two kinds of workflows:

• 🔄 Automated Workflows: Triggered every time a member takes a specific action (e.g. joins your community).
• ⚡️ Bulk Action Workflows: One-time actions you can schedule or run immediately for a filtered group of members.

Use automated workflows for key points in your member journey — like onboarding, course completion, or event RSVPs. Use bulk workflows for announcements, win-back messages, or special offers.

Available triggers

Triggers kick off your workflow. Here’s what you can currently trigger from:

• On community join (triggers when someone joins your community)
• On group join (triggers when someone joins a group of your choosing)
• On event RSVP (can trigger for RSVPs on all events, events for a specific group, or specific events. You can also choose between running actions for all RSVP'd guests, internal members only, or external members only.)
• On course completed (triggers when someone completes specified courses)
• On lesson completed (triggers when someone completes a specified lesson or assignment)
• On sign up email captured (triggers when a potential member submits their email address on an invitation link. Once the member makes a purchase or joins the community, any actions that have not yet run will automatically be cancelled.)
• On lead captured (triggers when someone new leaves their email on a public Resource, a public event, or a sign up link. You can choose all sources or specific ones. Only the Send email action is available, and it does not run for people who are already members.)

Each trigger can start a sequence of actions — customized to match your flow.

Here are some ideas for creating automated workflows:

• Send a welcome email sequence to new members
• Show a popup or DM to new members
• Show the next course on course completion
• Send an email to external RSVPs for an event
• Send a notification when someone joins a group
• Send a DM to members that RSVP to an event
• Congratulate a member for completing a course
• Send a confirmation when a member joins a paid group

Available actions

Once a workflow is triggered, you can chain together any of these actions:

• 🖼️ Show popup (Display a custom pop-up with a CTA button, optional image or GIF, and even celebratory confetti or fireworks)
• 💬 Send DM (Personalize your message with merge tags like {{member.name}}, {{community.name}}, and more)
• 💌 Send Email (Craft a welcome or reminder email, use merge tags, and send test emails to preview)
• 🔔 Send Notification (Show a banner-style notification to selected users)
• ➕ Add to group
• ❌ Remove from group

If you don't see an action that you'd like added to workflows, upvote it here or add it as a new request.

Use delays to space out actions — for example, send a DM immediately, then an email one day later.

Bulk Actions and Filters

Bulk workflows don’t use triggers — they just run once for a selected audience.

When creating a bulk workflow, you’ll:

1. Choose a filter (e.g. members who joined in the last 30 days).

2. Select actions (DM, email, notification, or pop-up).

3. Decide whether to run it immediately or schedule it for later.

Learn more about how to use filters: How filters work in Heartbeat

Here are some ideas for creating bulk action workflows:

• Boost RSVPs for an upcoming event with a popup
• Send a bulk DM to members
• Announce an event to members in a specific location
• Announce a new product in the community
• Bulk add members to a group

Where else workflows appear

You’ll also find workflow triggers baked into other parts of the platform:

• Event RSVPs → Trigger a DM or email to attendees.
• Courses → Trigger actions on course or lesson completion.
• Onboarding → Trigger actions (like a popup) when a new member joins the community.
• Groups → Trigger actions when someone joins an access group.

• Manage Members → Run bulk actions from your manage members

  table.

All of these use the same workflow system — just more context-aware.

What's next

Workflows are just the beginning. You can start with a template, build your own from scratch, or check out our recipes:

• Reward Top Contributors with a Badge

• Engage members to complete your Course

Need help or want to brainstorm automation ideas? Reach out to our support team — we’re happy to help you get creative.