Triggers are what make Actions happen. They allow you to dictate which event causes a step in a Workflow (the Action) to occur, and when the Action should be taken. You can learn more about available Actions here!

For example, you may create a step in a Workflow that sends an email (the Action) 3 days (the when) after a Contract has been signed (the Trigger).

That being the case, it's easy to make sure that each step of your Workflow happens exactly when you want it to — just select the appropriate Trigger to initiate the Action, and enter the number of minutes, hours, days, or weeks you need between the Trigger and the Action. Learn more about creating your Workflows here!

In this article, we'll review:

Available Triggers

You can choose to have your selected Action occur a set amount of time (minutes, hours, days or weeks) before/after the Triggers below!

After activating the Workflow: action will trigger a set amount of time after the Workflow has been activated in a Project. A Workflow can be activated automatically when a Contact Form is submitted, or you can activate a Workflow by manually applying it to an individual Project.

Before a Project date / after a Project date: the “Project date” will either be the single date associated with the Project, or the start date (if an end date is set). The action will trigger a set amount of time before or after the Project date occurs, as it is set in the Project Details.

Before a Project end date / after a Project end date: the “end date” will need to be specified in your Project Details, in conjunction with a start date. If an end date is set, the action will trigger a set amount of time before or after the end date occurs.

PLEASE NOTE: If no end date is set, steps with an "end date" trigger will be skipped.

After the previous step is complete: action will trigger a set amount of time after the previous step in the Workflow has completed. This is the only trigger that is dependent on other steps in the Workflow.

After a Contract is signed: action will trigger a set amount of time after a Contract has been signed by a client. If the Contract includes multiple signature lines for multiple clients, the action will trigger after the first signature has been added.

After a Questionnaire is submitted: action will trigger a set amount of time after a Questionnaire has been submitted by a client.

After a Brochure is submitted: action will trigger a set amount of time after a Brochure has been submitted by a client.

After the first payment is made: action will trigger a set amount of time after the first payment in a payment schedule has been made in an Invoice or a Proposal. If the payment schedule only contains one payment (versus multiple payments), the action will trigger after the sole payment. Payment file must be active (i.e. not expired) in order for trigger to function.

After the Invoice is paid in full: action will trigger a set amount of time after the final payment in a payment schedule has been made in an Invoice or a Proposal. If the payment schedule only contains one payment (versus multiple payments), the action will trigger after the sole payment. Payment file must be active (i.e. not expired) in order for trigger to function.

If an Invoice or Proposal contains a recurring payment, trigger will only occur after the final payment date, IF there is an end date set.

PLEASE NOTE: If your Workflow includes BOTH a “first payment” and “paid in full” trigger AND the Workflow is applied to a Project with a single-payment Invoice or Proposal, both Workflow steps will trigger when the sole payment is made.

After a Project has been moved to the “Completed” stage: action will trigger a set amount of time after the Project has been moved into the Completed stage in your Project Pipeline. Moving a Project to Completed will need to be done by manually changing the Project stage.

Trigger rules & order of action

Each step will trigger only once, even if the trigger might apply to multiple files.

For example, if the Workflow has a Questionnaire submitted trigger, and the Project it’s been applied to has had 2 Questionnaires sent, the step will only trigger on the FIRST Questionnaire submitted. Or, if the Workflow has a “first payment” trigger, it will trigger only on the first payment of the first file. If there is a second file in the Project containing payments, the trigger will not run again.

The order in which steps trigger will depend on the triggers themselves; since most are not dependent on other triggers, they may occur in a different order than the steps you have in place!

For example:

Workflow Step 1: trigger an action 1 week after Project date

Workflow Step 2: trigger an action 1 week before Project date

In this case, Step 2 will run before Step 1.

You also may find that one event in HoneyBook triggers multiple Workflow steps.

For example, say you’ve set up the following Workflow:

Workflow Step 1: trigger an action 1 week after first payment

Workflow Step 2: trigger an action 1 week after Invoice paid in full (i.e. after final payment)

If you apply this Workflow to a Project that has in Invoice or Proposal with only ONE payment in the schedule, both steps will trigger when the single payment is made.

Want to learn more?


Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!

Did this answer your question?