Building Workflows | FieldCamp

Step-by-step guide to creating workflows in FieldCamp. Set up triggers, add conditions, configure actions, and test your automations before going live.

The workflow builder is where you create custom automations for your business. You pick what starts the workflow, set any filters, choose what happens, and activate it. No coding required. You can also describe what you want in the Command Centre and let the AI build the workflow for you.

Creating Your First Workflow

Step 1: Open the Workflow Builder

Go to Settings → Workflow Automation and click + Create New Workflow.

The Workflow Automation add-on must be enabled in Settings > Add-ons before you can create workflows.

You will see a visual canvas with four building blocks:

When This Happens — define the trigger event
Smart Decisions — set conditions and filters
Take Action — choose what FieldCamp does
Wait or Repeat — control timing and scheduling

Field service workflow builder

Step 2: Name Your Workflow

Click the workflow name at the top (it defaults to "Untitled Workflow") and give it a clear, descriptive name. For example: "Send confirmation email when visit is scheduled" or "Create invoice on job completion."

Step 3: Choose a Trigger

The trigger is the event that starts your workflow. Click When This Happens and select from the available triggers.

workflow automation triggers

Available Triggers

Trigger	When It Fires
New client is created	A new client is added to your account
New job is created	A new job is created
Job completed	A job status changes to "Completed"
Job status is updated	Any change to a job's status
Visit status is updated	Any change to a visit's status (scheduled, in progress, completed)
Visits are scheduled	One or more visits are added to the calendar
Estimate sent	An estimate is sent to a client
Invoice sent	An invoice is sent to a client
Payment received	A payment is recorded
Request stage changed	A request moves to a new stage

Each trigger gives you access to related data. For example, the "Job completed" trigger lets you use the job name, client email, assigned technician, and job value in your conditions and actions.

Step 4: Add Conditions (Optional)

Conditions let you filter when the workflow should run. Click Smart Decisions to add rules.

conditional automation for field businesses

Available Conditions

Condition Type	Examples
Priority level	Only run for high-priority jobs
Client type	Only for commercial clients, not residential
Job value	Only when the job is worth more than $500
Status change	Only when status changes to a specific value
Team member	Only for jobs assigned to a specific technician
Service type	Only for HVAC jobs, or only for plumbing
Location	Only for clients in a specific city or zip code

You can combine multiple conditions. For example: run only when the job is high priority and the client is a commercial account.

Step 5: Configure Actions

Actions are what FieldCamp does when the workflow fires. Click Take Action and choose from the available options.

Available Actions

Action	What It Does
Send email	Send an email to the client, technician, or any address
Send SMS	Send a text message to the client or team member
Update status	Change a job or visit status automatically
Assign team member	Assign or reassign a technician to a job
Create task	Generate a follow-up task for your team
Create invoice	Build an invoice from the completed job
Update record	Modify job, client, or visit details
Send notification	Push a notification to team members in FieldCamp

You can add multiple actions to a single workflow. They run in the order you set them.

Step 6: Set Timing

Control when actions happen:

Timing Option	How It Works
Immediate	Action runs as soon as the trigger fires
Delay	Wait a set amount of time (e.g., 3 days after job completion)
Schedule	Run at a specific date and time
Repeat	Run on a recurring schedule (daily, weekly, monthly)

Delays are useful for follow-ups. For example, send a review request email 2 days after the job is completed, not immediately.

Step 7: Save and Activate

Click Save to store your workflow
Review the workflow in your list
Toggle the status to Active when you are ready

The workflow will start running the next time its trigger event occurs.

Testing Your Workflow

Before activating a workflow for all your clients, test it:

Create the workflow and leave it inactive
Review each step — check the trigger, conditions, and actions
Activate and trigger a test event — for example, create a test job to see if the workflow fires correctly
Check the execution log — click View on the workflow to see if it ran successfully
Verify the action — confirm the email was sent, the invoice was created, or the status was updated

If a workflow fails, check the execution log for error details. Common issues include missing client email addresses or incomplete job details.

Every time the workflow ran
Whether each run succeeded or failed
Error messages for failed runs
How long each step took

Edit a Workflow

Click on any workflow to reopen the builder. Make your changes and click Save. The updated workflow applies to all future trigger events.

Monitor Performance

Keep an eye on these metrics for each workflow:

Total Runs — how many times it has executed
Success Rate — percentage of runs that completed without errors
Last Run — when it most recently fired
Failed Runs — number of unsuccessful attempts

Troubleshooting

Workflow Is Not Triggering

Confirm the workflow status is set to Active
Verify the trigger event is actually occurring (e.g., the job status is changing to the expected value)
Check that conditions are not filtering out every event

Actions Are Not Running

Make sure all required fields are filled in (e.g., client email for "Send email" actions)
Check that the recipient information is valid
Review the execution log for specific error messages

Low Success Rate

Look at failed execution logs to find the pattern
Simplify complex conditions to narrow down the issue
Verify any connected integrations (like QuickBooks) are still active

Next Steps

Browse workflow templates for ready-made automations
See real-world examples you can copy for your business
Return to the workflow overview for the big picture