PYLO Docs
Contents

Start here

Getting started

Home and My Board

Chat

Dashboard

Leads

Calls

Webinars

Team

Money

Marketing

Messaging

Resources

Settings: AI agents

Settings: Workspace

Settings: Team and access

Settings: Integrations and automations

Settings: Billing

Settings: Data

Agency OS

Connectors

Rep app

Claude and agents

Reference

Messaging

Workflows

Email and text workflows that PYLO sends for the workspace, built as a tree of steps the way GoHighLevel builds them.

Read as Markdown

A workflow starts when something happens to a contact, such as a booked call, a missed webinar or a failed payment, and then runs its steps from top to bottom. PYLO sends the texts and emails itself, through PYLO's numbers and sending or the workspace's own Twilio account and email provider, chosen under Messaging setup.

Who can open it

Owners and admins. Ops see the tab and are told it is for owners and admins.

The list

Each workflow shows its trigger in words, its state, how many contacts are active, waiting or done, and how many messages it sent in the last seven days. New workflow starts from one of the starters, such as call reminders or the no-show follow-up, or from a blank workflow.

The builder

The trigger card sits at the top with its filters. Below it, each step is a card, and there is a + between every two cards to add a step there: send SMS, send email, wait, if/else, split, goal, add or remove a tag, notify, create a task, add to or remove from another workflow, go to, and end.

Create task puts a task on a rep's tasks: for the lead's setter, closer or SDR, or a named team member, due straight away, after some minutes, or at a time on the rep's own clock, with a reminder. Its words can use merge fields, such as "Call {first_name} now".

An if/else, a split, and a wait for a reply or an action fan out into columns side by side. Each column runs on its own, and they join back into one path below.

Click a card to edit it in the side panel:

  • Send SMS has the merge fields, a live count of how many segments the text costs, and a warning when an emoji or another special character switches it to Unicode. A link to a public shortener such as bit.ly, or to a domain your SMS registration does not list, is flagged before you can publish.
  • Send email has the from name and address, the subject, the preview text, the HTML body and an optional plain text version, with a phone and desktop preview. The unsubscribe footer and the one-click unsubscribe header are added to every email and cannot be removed.
  • Wait has GoHighLevel's eight types, from a set period of time to until specific conditions are met. A wait for something the contact does takes a timeout, and it can split into a met branch and a timed out branch.
  • If/else has branches made of conditions joined by and and or. A contact who matches no branch takes the None branch.
  • Goal says what counts as done, and what happens to a contact who reaches the step without meeting it: end, carry on, or wait.
  • Send email also takes attachments: up to 5 files, 10 MB each and 20 MB in all. A large file uploads straight to storage and is then checked; until it is ready the step says so and the draft waits to save.
  • Send SMS can carry one image (JPEG, PNG or GIF, up to 5 MB), uploaded or linked. A text with an image goes as a picture message (MMS), which costs more than a plain text.

Moving steps

Each card has a grip on its left. Drag it by the grip to move the step, with everything in its branches, up or down its list or into another branch. A bar shows the gap it will land in, and Escape cancels. Pressing the grip instead, or pressing Enter on it, opens Move to, a list of every place the step can go, which works from the keyboard. The side panel has the same list, and move up and move down.

The trigger

The trigger picker groups what can start a workflow: forms and webinars, calls, payments and students, contacts and messages, and pipelines. Some triggers have their own filters:

  • A tag is added and A tag is removed: the tag.
  • A lead moves to a pipeline stage: the pipeline, the stage it moved to and its outcome (open, won or lost), each by name or key. See Pipeline.
  • A student is enrolled: the program.
  • A form is submitted: the form, from PYLO's application forms and the workspace's Typeform forms.
  • A registrant misses the webinar: the webinar.
  • The contact replies: by text or email, and to a message from which workflow.

Leaving one empty counts every one. Any other filter goes in the rows below.

Each send card shows its figures for the last 30 days, with every rate beside its two counts, for example "46% opened (17 of 37)".

Saving and publishing

The draft saves a moment after each change. PYLO checks the whole workflow on every save, and a problem shows in red on the card it belongs to until it is fixed.

Publish offers two choices. Shadow runs the workflow on real contacts and records what it would send, without sending anything. Live sends from then on. Contacts already in a workflow stay on the version they started. Pause stops everyone where they are, and Resume carries them on.

Test with me runs the draft with you as the contact. Every wait is cut to seconds. The emails go to the address you sign in with, and the texts to the test phone you pick from the list an owner or admin keeps under Setup.

A go to that can send a contact round a loop without passing a wait is refused, and the problem shows on the go to card. Put a wait inside the loop.

Versions

Each publish makes a version. The Versions tab lists them with who published each one, when, and how many contacts are still on it. View draws a version on the tree, read-only, with the cards added since the version before marked in green, the changed ones in blue, and the removed ones listed above it. Restore to draft copies a version into the draft after you confirm. It publishes nothing: contacts stay on the version they started until you publish again.

Settings, history and logs

The Settings tab holds re-entry, stop on response, the time zone, the sending window (08:00 to 20:00 by default, Florida's limit), the default sender, and drip. Enrollment history lists who entered and where each contact is now. Execution log shows one contact's path step by step, and can highlight that path on the builder.

WhatsApp steps and templates

  • Send WhatsApp sends an approved WhatsApp template. You can also write your own words, which go instead when the contact wrote on WhatsApp in the last 24 hours. A workflow with a WhatsApp step cannot be published until WhatsApp is connected and the template is approved.
  • Start from a template on an SMS or email step copies a template's words from the library into the step. Changing the template later leaves the step as it is.