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Actions are the steps that run after a workflow trigger fires. Each action in a workflow executes in sequence — Kiflo moves from one to the next automatically. You can chain as many actions as you need, and you can mix action types freely to build exactly the right sequence for each use case. Add an action to any workflow by clicking the + button in the workflow builder, then selecting the action type.

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Send email

The Send email action sends an automated, personalized email when that step in the workflow is reached. Use it to welcome new partners, remind partners to complete a task, celebrate a milestone, or deliver any other message at exactly the right moment.
1

Select the action

In the workflow builder, click + and select Send email.
2

Configure the From name

Enter the name that will appear as the email sender — for example, your name or your company’s partner team name. This is a display name, not an email address.
3

Set the recipient

In the To field, choose the recipient. You can:
  • Select a placeholder such as Main contact’s email address or Team member’s email address to send dynamically to the right person.
  • Type one or more specific email addresses, separated by commas.
4

Write the subject

Enter the email subject. You can use placeholders here — for example, insert Partner name to personalize the subject line.
5

Write the message

Write the email body in the message editor. Use placeholders to personalize the content for the enrolled entity. The available placeholders depend on the trigger you chose for this workflow.
6

Confirm

Click Confirm to save the action.

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Placeholders by trigger type

The placeholders available in your email depend on which trigger is set for the workflow.
From name and Subject:
  • Partner name
  • Team member’s first name
  • Team member’s last name
To:
  • Main contact’s email address
  • Team member’s email address
Body:
  • Main contact’s email address
  • Partner name
  • Team member activation URL
  • Team member’s email address
  • Team member’s first name
  • Team member’s last name
From name and Subject:
  • Partner name
  • Main contact’s first name
  • Main contact’s last name
To:
  • Main contact’s email address
Body:
  • Main contact’s email address
  • Partner name
  • Main contact’s first name
  • Main contact’s last name
From name and Subject:
  • Partner name
  • Payout ID
  • Payout name
  • Total amount
To:
  • Main contact’s email address
Body:
  • Partner name
  • Payout ID
  • Payout name
  • Total amount

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Create task

The Create task action generates an internal task — either for your team or visible to the partner — when that step in the workflow is reached. Use it to assign follow-up calls, onboarding meetings, contract signings, or any other time-sensitive action that needs to happen at a specific point in the partner journey.
1

Select the action

Click + and select Create task.
2

Name the task

Enter a task name. You can insert placeholders such as Partner name or Team member’s first name to make each task name contextual.
3

Set a due date

Fill in Due in (days) to specify how many days from enrollment the task should be due, and set the Time for the deadline.
4

Assign the task

In the Assigned to field, select the team member responsible for completing this task.
5

Set partner visibility

Choose whether the task is visible to the partner in their portal. Make it visible when you want the partner to take an action themselves; keep it internal when it is a reminder only for your team.
6

Add a description

Write a description with any relevant context. Use placeholders here too — for example, include the Main contact’s email address or Partner name so the assignee has the information they need without switching tabs.
7

Confirm

Click Confirm to save the action.
Use Create task at the end of a follow-up email sequence. If a partner has not responded after two automated emails, a task assigned to a team member ensures a human follows up personally.

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Delay

The Delay action pauses the workflow for a specified amount of time before executing the next action. Use it to space out emails, give partners time to act before sending a reminder, or align workflow steps with your preferred follow-up cadence.
1

Select the action

Click + and select Delay.
2

Set the duration

Choose how long to pause — you can specify days, hours, and minutes. For example, delay for 3 days before sending a follow-up email, or delay for 10 hours and 30 minutes before the next step.
3

Confirm

Click Confirm to save the action.
An entity enrolled in a workflow remains In progress while waiting out a delay. If you need to stop the workflow for a specific entity during a delay, you can do so manually from the Enrollments tab — see below.

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Workflow enrollments

When a trigger fires for an entity, Kiflo enrolls that entity in the workflow and begins running the action sequence. The Enrollments tab inside each workflow shows you every enrollment and its current status. To view enrollments, go to Manage > Workflows, open a workflow, and click the Enrollments tab. Use Show filters to filter by Enrollment date, Name, or Status.

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Enrollment statuses

In progress

The entity is currently moving through the workflow. It has not yet reached the final step and there are no errors.

Success

The entity reached the end of the workflow and all steps completed without issues.

Stopped

A user manually stopped the workflow for this entity. The workflow did not complete.

Cancelled

Kiflo automatically stopped the workflow because it could not continue — for example, the workflow was disabled or the enrolled entity was deleted. The workflow did not complete.

Error

Kiflo automatically stopped the workflow due to a technical error. The workflow did not complete. Review the error details in the enrollment record.

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Stop a workflow for a specific entity

If you need to remove a single entity from an active workflow — for example, a partner accepted their invitation and you no longer want to send them reminder emails — you can stop the enrollment manually:
  1. Go to Manage > Workflows and open the relevant workflow.
  2. Click the Enrollments tab.
  3. Find the enrollment you want to stop and open it.
  4. Click Stop to halt the workflow for that entity. The enrollment status changes to Stopped.
To stop a workflow automatically rather than manually, configure an end condition in the workflow settings. For example, set the end condition to Partner team member accepted invitation so an invitation reminder sequence stops the moment the partner logs in — no manual intervention needed.

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Example: Welcome email sequence for new partners

This example builds a three-step sequence that activates when a partner team member is invited, sends follow-up reminders if they have not yet logged in, and stops automatically once they do. Trigger: Partner invitation status changed → Pending or Sent End condition: Partner team member accepted invitation
1

Create the workflow

Go to Manage > Workflows, click New Workflow, name it New partner activation sequence, and click Add.
2

Set the trigger

Click Choose trigger, select Partner invitation status changed, choose Pending or Sent, and click Confirm.
3

Set the end condition

Click Choose end condition and select Partner team member accepted invitation. This ensures the sequence stops automatically the moment the partner logs in, so they do not receive reminders after activating.
4

Add a 3-day delay

Click +, select Delay, set it to 3 days, and confirm. This gives the partner time to activate on their own before you follow up.
5

Send the first reminder email

Click +, select Send email, and configure:
  • From name: Your partner team’s name.
  • To: Team member’s email address.
  • Subject: A quick reminder to activate your partner portal access.
  • Body: A friendly note with the activation link (use the Team member activation URL placeholder).
Confirm the action.
6

Add a 7-day delay

Click +, add another Delay of 7 days, and confirm.
7

Send the second reminder email

Click +, add another Send email action with a slightly more urgent tone, and confirm.
8

Add a 3-day delay then create a task

Add a 3-day Delay, then click + and select Create task. Name the task Call [Partner name] — portal not activated, assign it to the relevant team member, set a due date, and write a description with the partner’s contact details using placeholders. Confirm.
9

Enable the workflow

Click Enable. From now on, every new partner team member invitation automatically enters this sequence. Partners who activate within the delay windows never receive the reminders; those who do not activate eventually generate a task for your team.