Workflows in DoorSpot allow you to automate communication with internal staff, clients, occupants, and more contacts. Instead of manually sending messages, you can design workflows to deliver messages automatically when specific events, or triggers, occur.
Purpose of Workflows
Save time by automating routine communication.
Ensure messages are delivered consistently and on time.
Reduce the risk of missing important touchpoints with staff, clients, or guests.
When You Would Want to Create a Workflow
Guest Experience
Trigger an automatic payment receipt confirmation once rent is paid.
Owner Communication
Notify the property owner when a reservation is confirmed.
Internal Operations
Alert the maintenance team when a guest submits a maintenance form.
Notify the admin team when a contract is signed or an addendum is uploaded.
Send an internal reminder to accounting when a security deposit is due for refund.
Document Management
Deliver a confirmation email once an e-signature is completed.
Marketing & Engagement
Trigger a "Thank You" message after check-out, asking for a review or feedback.
Workflows replace repetitive tasks (reminders, confirmations, notifications) so that you can focus on guest experience and owner relationships instead of sending dozens of individual emails or texts.
Create a Workflow
Go to Communications → Workflows and click Add new.
Choose Event workflow (fires from something that happens, like a reservation being confirmed) or Scheduled workflow (fires on a schedule you set).
Name the workflow, then click pick a trigger next to WHEN and choose the event or schedule that should start it — or choose start from scratch to build the workflow one clause at a time.
Add Conditions to a Trigger
Triggers can carry conditions, so a workflow only fires when the trigger event matches criteria you set — "if this happened, do this" instead of firing on every occurrence of the trigger. For example, instead of notifying the maintenance team on every submitted maintenance form, add a condition so the workflow only fires for forms marked Urgent.
Choose a Recipient for a Contact Action
When a workflow's action is Contact, select one recipient type for the message. Which types are available depends on the workflow's trigger:
Reservation triggers — Billing Contact, Guest(s), Company Contacts by Role, Unit Contract – Vendor Contact
Sales lead and reservation triggers — Assigned Sales Rep
Task triggers — Assignee
Every trigger — Specific Person(s) (search and select one or more contacts by email) and Maintenance Team Member(s)
A single Contact action sends to one recipient type. To message a second group from the same trigger, clone the workflow and set the second recipient type on the copy.
Assign a Task to the Assigned Sales Rep
On sales lead and reservation triggers, the Create Task action can assign the task to the record's Assigned Sales Rep.
Go to Communications → Workflows and open a workflow with a sales lead or reservation trigger, or create a new one.
Add a Create Task action.
In the Assign To list, choose Sales Lead – Assigned Sales Rep on a sales lead trigger, or Reservation – Assigned Sales Rep on a reservation trigger. The other choice in the list is Specific person.
If the record has no sales rep when the step runs, the step stops without creating a task, and the workflow's run history shows why. A step moved to a trigger that does not offer the chosen assignee type must have its assignee chosen again.
Good to know
On a delayed or scheduled step — for example, one that sends two days before arrival — the recipient is looked up at send time, not when the trigger first fired, so a guest added after the workflow started still receives the message.
The Assigned Sales Rep is also looked up when the step runs, so a delayed step reaches whoever is assigned at that moment.
Unit Contract – Vendor Contact resolves to the vendor contact on the unit's contract, since a unit doesn't have a separate property-manager field.