By default, when a client finishes a step in 360Onboard, they just move on to the next one. The Workflows tab is where you wire in everything else that should happen in between — an email to the client, an SMS to your team, a webhook to your CRM, a conditional gate that only fires for certain answers. Think of it as Zapier baked directly into your onboarding flow.
What Workflows Are (and Why They Replace Zapier)
If you've ever used Zapier, Make, or n8n, the model is identical: when this happens, do that next. The difference is that workflows live inside the same builder as your flow, so you don't need to copy webhook URLs into a separate tool, map fields by hand, or pay for another seat. Every step in your flow already knows what the client answered, so the trigger fires the moment a step completes and your action gets the full payload for free.
Open the Workflows Tab
From inside any flow, click the Workflows tab in the top center of the builder (the row that reads Build / Design / Workflows). The center of the screen now shows your flow rendered top-to-bottom as a vertical diagram, with an + Add block here chip between every step. That chip is where workflow actions live. The left sidebar lists every step as an "anchor" you can jump to, and the top-right of the canvas holds two controls:Run history and Pause.
Send Email Between Steps
Click any + Add block here chip — for example, the gap right after your Business & Goals Intake step — and pick Send email. A Send Email block appears in the workflow, and the right-hand inspector lets you wire it up:
- Email template — pick from your existing templates. If you've never made one, click the + next to the dropdown and a template editor opens on the spot. Give the template a name, write your subject line and body (with variables like
{{client.first_name}}), and save. You're back in the workflow with that new template selected. - Send to — toggle between The client and Specific address. The client option uses whatever email they entered earlier in the flow; the specific address option lets you type a team address directly so an internal owner gets notified the moment a step is done.
For a deeper look at how templates work, see Email Templates in 360Onboard.
Fire a Webhook (Full Payload)
Add a Webhook block from the same + Add block here chip and the inspector asks for two things: the URL (your HTTPS endpoint that will receive the POST) and an optional Signing secret. If you set the secret, every request is signed with an X-360onboard-Signature: sha256=… header so your endpoint can verify the request came from us.
Underneath that, the Payload schema panel shows you exactly what your endpoint will receive — including a live POST https://your-endpoint.example.com preview, the headers (X-360onboard-Event: workflow.run, User-Agent: 360onboard-Workflows/1.0), and the full JSON body. The body contains the event name, workflow IDs, the client object (name, email, company), the flow info, and every answer the client has submitted up to that point, plus a timestamp. There's a green enable/disable toggle and a trash icon at the top of every webhook block so you can pause or remove individual webhooks without touching the rest of the workflow.
Send SMS via Twilio
The Send SMS block looks just like Send Email, but if you haven't connected Twilio yet the inspector will show "Twilio isn't connected" along with a Connect Twilio button. Click it, paste your Twilio credentials, and you're back. Once connected, every SMS block has a Send to picker (The client / Specific number) and a Message body field with the same {{client.first_name}} style variables as email templates. The preview pane shows you exactly what the client's phone will receive — and a character / segment counter so long messages don't quietly cost you double.
Conditional Logic with If-Gates
Sometimes you only want a workflow to fire for some clients. Add an If-gate block and you can write a rule like if the answer to "What is your business name?" equals "XYZ Co", then run the email/SMS/webhook below it. If the rule doesn't match, the client just moves on to the next step without anything firing. Stack if-gates around any combination of email, SMS, and webhook blocks to build branching automations — enterprise leads get a Slack ping; everyone else gets the standard welcome email.
Inspect the Run History
The Run history button in the top-right of the workflow canvas opens a slide-over panel that lists every time a trigger has fired. Each entry shows you which step triggered it, which block ran, and whether it succeeded. This is the first place to look when something didn't fire the way you expected — you'll usually see immediately whether the issue was the trigger, an if-gate that filtered the run out, or a webhook endpoint that returned an error.
Pause Workflows (and Always Republish)
Next to Run history is the Pause button. Click it and the entire workflow stops firing for new clients — useful when you're mid-edit and don't want half-built automations going out, or when something is misbehaving in production. Clients still progress through the flow itself; only the workflow actions pause.
Important: any change you make in the Workflows tab — adding a block, pausing, editing a template selection — is staged as a pending change. You have to click Publish in the top-right of the builder for it to go live. Same rule as the rest of 360Onboard: edits stay in draft until you republish.
What's Next?
- Drive workflows from outside the builder — Connect 360Onboard to Claude & ChatGPT with MCP
- Write the emails workflows send — Email Templates in 360Onboard
- See what each client did, in order — View Client Activity & Audit Trail
- Build a complete flow end-to-end with AI — Build an Onboarding Flow with AI