Workflow Templates

Templates are pre-built automations designed for common field service workflows. Instead of building from scratch, pick a template, customize the messages, and activate.

Browsing Templates

Go to More > Automations and click the Templates tab, or visit the template gallery from the empty state when you have no workflows yet.

For the built-in QA pack, CleanEstimate Pro also seeds the six TEST - ... workflows into the main automations list the first time an owner or manager with automation-manage access opens the Automations page for an org. They are created in Draft status so you can review them before activation.

Both the main automations list and the template gallery are scoped to the workspace tied to your current signed-in session, so they always show the workflows and templates for the org you are actively viewing.

Each template card shows:

• Template name and category
• Description of what it does
• Number of steps
• a Use Template button
• a Build Visually button on desktop so you can jump straight into the canvas editor

Using a Template

You now have two ways to start from a template:

Use Template

1. Click Use Template on the card
2. CE Pro clones the template into your account as a new workflow in Draft status
3. You are redirected to the edit page where you can customize everything
4. Update the message templates with your company details and tone
5. Adjust delays and conditions to match your preferences
6. Click Activate when ready

Build Visually

1. Click Build Visually on the card
2. CE Pro clones the template into your account as a new Draft workflow
3. You are routed directly into the visual builder canvas
4. Use drag-and-drop, edge connections, and Auto Arrange to shape the flow
5. Save and activate when ready

On smaller screens, CE Pro keeps the template flow in the wizard instead of pretending the desktop canvas is available.

After the clone is created, it is fully independent from the built-in gallery template. You can rename it, change the trigger, or rebuild the step graph without affecting the original card in the gallery.

Available Templates

The current built-in gallery is a six-workflow QA pack. Every template is prefixed with TEST - so you can activate, validate, and remove the workflows cleanly after testing.

TEST - Speed to Lead - Immediate Response

Category: Lead Follow-Up | Trigger: Lead Created | Steps: 8

This template is the recommended starting point for speed-to-lead follow-up and can now be extended with call steps if your workspace voice settings are ready:

1. Immediate SMS welcome message
2. Internal note that the lead entered the workflow
3. Task creation for the assigned rep
4. Delay of 15 minutes
5. Condition check: did the customer reply?
6. Follow-up SMS if no reply
7. Lead status update to contacted

TEST - Lead Appointment Reminder

Category: Appointments | Trigger: Appointment Upcoming | Steps: 2

Built for estimate visits and site visits tied to leads:

1. SMS reminder 24 hours before the appointment
2. Internal note confirming the reminder was sent

TEST - Job Appointment Reminder

Category: Appointments | Trigger: Appointment Upcoming | Steps: 2

Built for scheduled service jobs:

1. SMS reminder 2 hours before the service window
2. Internal note confirming the reminder was sent

TEST - Estimate Follow-Up

Category: Estimate Follow-Up | Trigger: Estimate Sent | Steps: 13

Multi-touch follow-up sequence over multiple checkpoints:

1. Email summary at 1 day with estimate link
2. SMS check-in at 3 days
3. Condition: is estimate still pending?
4. Email with FAQ at 7 days
5. Manual follow-up task if still unsigned
6. Internal note documenting the pending estimate handoff

TEST - Post-Job Review Request

Category: Review Request | Trigger: Job Completed | Steps: 9

Automates review collection after the job is completed:

1. Thank-you SMS with your review link one day after completion
2. Condition check after 3 days: is a review still missing?
3. Follow-up email if no review has been captured
4. Final review check before awarding XP
5. XP award when the review flag is captured

TEST - Post-Job Nurture

Category: Customer Winback | Trigger: Job Completed | Steps: 7

Long-tail post-job follow-up for maintenance or recurring service:

1. Nurture email 60 days after completion
2. SMS follow-up 2 days later
3. Long delay until the annual re-engagement window
4. Rep task and internal note at the annual follow-up checkpoint

Customizing Templates

After cloning a template, you should customize:

• Message content -- update the tone, company name, and offers to match your brand
• Delays -- adjust timing based on your experience. Some businesses prefer faster follow-up cadences.
• Conditions -- modify or remove condition checks based on what data you track
• Merge fields -- verify that merge fields like [company.review_link] are configured in your settings

These templates intentionally stay conservative so they work for every workspace, even before voice is configured. If Esendex or Twilio voice is ready in your workspace, you can add Make Call or Leave Voicemail steps after cloning the template.

When a template uses Create Task or Internal Note, those steps surface in the unified Messages inbox as internal thread entries so the handoff stays attached to the customer conversation.

Templates are a starting point. The best automations are tuned to your specific business and customer base.