What Are GHL Workflows?
Workflows are GHL's name for their automation builder. A workflow is a sequence of actions that fires automatically when a trigger condition is met. No coding required. You build them in a visual drag-and-drop canvas.
The power of GHL's workflows compared to tools like Zapier or standalone email automation is that everything is built into the same platform. A trigger from a form fill can send an SMS, update a pipeline stage in the CRM, assign a contact to a team member, and create a follow-up task, all in one workflow without any integration setup.
After twelve months of agency use, the workflow builder is the feature we would miss most if GHL disappeared tomorrow. It replaced a part-time VA on lead follow-up and runs around 40 active workflows across client accounts.
Available Triggers
Every workflow starts with a trigger. GHL supports over 30 trigger types. The most commonly used:
Available Actions
Actions are what the workflow does once triggered. You can chain as many as needed:
Real Workflow Examples
New lead follow-up (replacing a VA)
- 1.Trigger: form fill on website
- 2.Immediately: send SMS introducing your business and asking a qualifying question
- 3.5 minutes later: send a follow-up email with more detail
- 4.If no reply after 24 hours: send a second SMS
- 5.If no reply after 48 hours: create a task for the sales team to call manually
- 6.If reply received at any point: move to Contacted stage in the pipeline
Missed call text-back
- 1.Trigger: missed incoming call
- 2.Immediately: send SMS saying you missed their call and asking how you can help
- 3.This single workflow recovers an estimated 20-40% of missed leads
Appointment reminder sequence
- 1.Trigger: appointment booked in GHL calendar
- 2.48 hours before: send SMS reminder with appointment details
- 3.2 hours before: send a second SMS reminder
- 4.1 hour after the appointment: send SMS requesting a Google review
Review request after service
- 1.Trigger: tag added (e.g., 'Service Completed')
- 2.Wait 2 hours
- 3.Send SMS asking for a Google review with direct link
- 4.If no action after 3 days: send a follow-up email with the same review request
If/Else Branches and Conditionals
GHL workflows support conditional logic. You can branch based on contact fields, tags, behaviour, or time. For example: if the contact has the tag 'VIP', send a personalised email. Otherwise, send the standard template.
Wait steps can be absolute (wait 24 hours) or conditional (wait until the contact replies or until a specific date). This makes it possible to build smart nurture sequences that respond to behaviour rather than just firing on a fixed schedule.
What GHL Workflows Replace
| Tool | GHL equivalent |
|---|---|
| Zapier (for lead routing) | Workflow triggers and actions, no integration needed |
| ActiveCampaign automations | GHL workflows with SMS added |
| Manual VA follow-up | Missed call text-back, new lead SMS sequence |
| Drip email sequences | Email actions inside workflows |
| Appointment reminders (manual) | Booking trigger plus SMS/email action chain |
Related guides
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