You can use Bulk Action Workflows in Heartbeat to send one-off targeted announcements, pop-ups, email sequences, and more, all scheduled to run at a specific time.

These are great for big launches, time-sensitive updates, or nudging members toward key actions.

How to set up a One-Time Workflow:

1. Go to Settings → Workflows
2. Click the Create Workflow button
3. Under the Workflow Type tab (second tab), select Bulk Action
4. Choose who it runs for with the audience filters, then build your workflow using any of the available actions:
   • Send an email
   • Send a direct message
   • Trigger a push notification
   • Display a pop-up
   • Or combine multiple steps into a full sequence
5. Once your workflow is ready:
   • Click the Schedule button to choose a future date and time
   • Or click the ▼ dropdown next to it and select Run Immediately
   • A confirmation shows how many members it will run for. Click Schedule or Run to confirm

Who receives a scheduled Workflow

When you confirm a schedule, the Workflow saves the list of members who match its audience at that moment and sends to that list at the scheduled time. It does not check the audience filters again when it runs, so members who match later, for example by joining the Group after you scheduled it, are not included. The Preview button on the audience filters shows who matches right now, so it can show more members than the Workflow will send to.

To include members who joined since you scheduled it, update the list before it runs. Go to Settings → Workflows, click the 3-dot menu next to the Workflow and select Edit, click Next, then Schedule, and confirm the same date and time. The confirmation shows how many members it will go to, and that becomes the new list.

If the Workflow has already run, you can send it to the members who missed it. Open it with Edit, leave Prevent Repeat Runs on and click Next. Click the ▼ dropdown next to Schedule and select Run Immediately. Members it already ran for are excluded, so click Run, not Enable repeat runs & Run, which would send it to everyone again.

Why use a One-Time Workflow?

• Announce a new product or feature with a timed email + pop-up
• Re-engage inactive members with a quick message
• Coordinate a launch across multiple communication channels
• Deliver an onboarding message to a specific cohort

Managing your scheduled workflow

After scheduling, you can:

• Edit or update the workflow anytime before it runs
• Pause or delete it
• Stop the workflow mid-run (if it has multiple steps)