Kiflo Workflows: Automate Your Partner Program Tasks

Use Kiflo Workflows to automate email sequences, task creation, and partner alerts based on triggers like invitation status, metrics, or payout events.

Workflows let you automate the repetitive tasks that come with managing a partner program. Instead of manually sending welcome emails, creating follow-up tasks, or checking which partners have gone quiet, you configure a workflow once and Kiflo handles the execution every time the conditions are met.

A workflow is a sequence of actions that runs automatically whenever a specified event — called a trigger — occurs in Kiflo. Each workflow you create stays active in the background, enrolling the relevant partner, payout, or team member whenever the trigger fires, and running through its actions in order.

Key concepts

Triggers

A trigger is the event that starts a workflow. Kiflo monitors your account continuously and fires a workflow whenever the trigger conditions are matched — for example, when a partner’s invitation status changes to Accepted, or when a metric crosses a threshold you define.

Learn about triggers →

Actions

Actions are the steps that execute after a trigger fires. You can send a personalized email, create an internal task, or insert a delay to wait before the next step. Actions run in sequence, and you can chain as many as you need.

Learn about actions →

Enrollments

When a trigger fires for a specific entity — a partner, a team member, or a payout — that entity is enrolled in the workflow. Kiflo tracks each enrollment’s progress and status so you can see exactly where every entity is in the workflow at any moment.

Learn about enrollments →

Common use cases

Welcome new partners automatically

Use the Partner invitation status changed trigger set to Accepted. When a partner team member logs in to the portal for the first time, the workflow fires and sends them a personalized welcome email. Add a three-day delay, then send a follow-up email with tips on getting started.

Re-engage inactive partners

Use the Partner properties trigger with a condition on the Last seen date property. If a partner has not logged in for more than 12 weeks, the workflow fires and sends a re-engagement email or creates an internal task for a team member to reach out.

Detect top and low performers

Use the Metric changed trigger to watch a metric like Registered deals or Submitted leads over a period. Send a congratulatory email to partners who exceed your targets, or automatically create a task to check in with partners who are falling short.

Streamline the payout process

Use the Payout validated trigger to nudge partners who need to upload an invoice. Send a first reminder email, wait a few days, then send a second reminder, and finally create a task for your team if the partner still has not acted.

Create your first workflow

1. Navigate to Workflows

   Go to Manage > Workflows and click New Workflow.

2. Name the workflow

   Enter a descriptive name — for example, Welcome email for new partners — and click Add. The workflow opens in the builder.

3. Choose a trigger

   Click Choose trigger and select the event that should start this workflow. Configure the trigger options (for example, which invitation status, which metric, or which property conditions to match) and click Confirm.

4. Add actions

   Click the + button below the trigger to add the first action. Choose from Send email, Create task, or Delay. Configure the action details and click Confirm. Repeat this step to add more actions in sequence.

5. Set an end condition (optional)

   Click Choose end condition to define when Kiflo should stop the workflow for an enrolled entity before it reaches the last step. For example, stop the partner invitation reminder sequence the moment the partner accepts their invitation.

6. Enable the workflow

   Click Enable to activate the workflow. From this point on, any entity that matches the trigger conditions will be automatically enrolled and run through the action sequence.

A workflow does not run retroactively. Only entities that match the trigger conditions after you enable the workflow will be enrolled. Plan your trigger carefully before you enable.

Build your workflow in stages. Create the trigger and a single email action first, enable it, and watch the first few enrollments come in before adding more steps. This makes it easier to spot configuration issues early.