Tool
Workflow engine
Alerts, follow-ups and reminders that run on time, respect consent, and never send the same message twice.
Overview
How it works
The workflow engine is what turns activity into action. When a new inquiry arrives, it alerts the right person and sends the customer a confirmation. When a lead goes quiet, it sends the follow-ups you approved. When a booking is confirmed, it schedules reminders. Every one of these messages is a tracked job with a clear outcome.
Every send follows the same rules. Texts go only to people who agreed to receive them. Quiet hours hold messages until morning. Anyone who replies STOP or clicks unsubscribe is suppressed for good. Follow-ups stop as soon as the customer replies, books or opts out.
If a provider has a problem, the job retries on its own. If it still fails, you see it on your dashboard with the reason and can replay it once the cause is fixed. A message is never sent twice, even after a replay. Kill switches pause sending for one feature, your whole business, or everyone at once, and nothing is lost while paused.
What it looks like
A typical walkthrough
For example, here's how the workflow engine handles a week for a landscaping company.
A new inquiry triggers alerts
A homeowner asks about hedge trimming on Tuesday afternoon. The assigned team member gets an email and text alert, and the customer gets an instant confirmation email.
A follow-up goes out on schedule
The customer doesn't reply. Two days later, the approved check-in email goes out with their first name and the service they asked about.
Quiet hours hold a text
The next step is a text set for 9:30 at night. Because that's inside your quiet hours and the customer agreed to texts, it waits until morning and goes out then.
A reply stops the sequence
The customer replies "Yes, can someone come Friday?". The reply is recorded on their lead, the remaining follow-ups are cancelled, and your team gets an alert.
A booking schedules reminders
Your team books a Friday visit. Reminders are scheduled for the day before and two hours before, and they move automatically if the visit is rescheduled.
A failure is caught and replayed
One reminder fails because the email provider had an outage. It retries, then shows on the dashboard as failed. Once the provider recovers, your team presses Replay and it goes out once.
Under the hood
How our system does it
Every outbound action is a job
Alerts, confirmations, follow-ups, reminders and CRM deliveries are each saved as a job with a unique key before anything is sent. That key is how the system knows, for certain, whether a message already went out.
Retries that never double-send
Before each attempt, the engine checks whether that exact message was already sent. If it was, nothing happens. Failed attempts retry with growing waits between them, and the email provider receives the same key so it ignores duplicates too.
Failure visibility and replay
A job that runs out of retries is marked failed, listed on your dashboard with the error, and sends an alert to the people you choose. Replay sends it again once, after the cause is fixed. A message is only marked sent when a live provider accepted it.
Kill switches
Sending can be paused for one feature for one business, for every feature of one business, or for one feature across all businesses. Held jobs wait without using up their attempts and resume when the switch is cleared, with nothing lost and nothing doubled. Unsubscribes still work while paused.
Consent and suppression
Customer texts go only to leads who gave consent for that phone number. STOP, UNSUBSCRIBE and similar replies suppress the number and revoke consent with a timestamp. START restores it only if consent was given before. HELP replies with your business name and contact details.
One-click unsubscribe
Every customer email has an unsubscribe link, and follow-up emails carry the standard headers that show an Unsubscribe button in Gmail and Outlook. Opening the link shows a confirm page, so email scanners can't unsubscribe anyone by accident. Suppressions are never deleted.
Approved wording only
Follow-up steps use templates you've approved, filled only from stored records like first name, service and your phone number. An unapproved template is never queued, and the system adds the opt-out wording to every message.
Dry-run testing
In test mode, every job runs through the same rules but is recorded as "dry run" instead of being sent. Your daily summary is labeled DRY RUN too. You review every recorded message before anything reaches a customer.
Works with
What it does
What it does
Sends new-inquiry alerts
The right staff member hears about each new lead by email or text, with urgent inquiries flagged right away.
Confirms inquiries to customers
Customers get an instant confirmation email, and a text only if they agreed to texts.
Runs follow-up sequences
Approved check-ins go out on your schedule and stop on a reply, booking, opt-out or status change.
Sends appointment reminders
Reminders for confirmed bookings follow reschedules and disappear on cancellation.
Assigns and routes
Alerts go to the assigned person, the right person for that service, or the owner.
Handles STOP, START and HELP
Text keywords update consent and suppression automatically.
Retries and replays safely
Failures retry automatically, then wait on your dashboard to replay, without ever double-sending.
Sends a daily summary
Each morning, staff get yesterday's leads, bookings, replies, failures and usage by email.
Pauses on command
Kill switches hold sending instantly and resume without losing anything.
What it can do for you
Why it helps
Fewer leads slipping through
Alerts and follow-ups happen on schedule, even on your busiest days.
Respectful messaging
Consent, quiet hours and instant opt-outs keep your messages welcome and compliant.
No embarrassing duplicates
Customers never get the same message twice, even when something had to be retried.
A clear morning picture
The daily summary tells you what happened yesterday before you open the dashboard.
Calm when something breaks
Failures are visible and fixable, and a kill switch stops everything in one step if you need it.
What you control
Your rules, your approvals
- Follow-up sequences, timing and approved wording
- Reminder timing and channels
- Quiet hours in your time zone
- Who receives alerts, failures and the daily summary
- Daily email and monthly text limits
- Pausing any feature or your whole business with a kill switch
Who it's for
Is this a good fit?
- Businesses that want every inquiry acknowledged and followed up
- Owners who book appointments and want reminders sent reliably
- Teams that want to text customers while staying within consent rules
- Probably not the right fit if you want to text people who haven't agreed to it, or send bulk marketing to purchased lists
How we work
From first conversation to live
Discovery
We go over how you follow up today, what you want customers to hear and when, and who should be alerted.
Setup on your business profile
We write your sequences, templates, reminders, quiet hours, limits and alert routing into your business profile, and connect email and texting.
Test in safe mode
Every workflow runs in dry run. You review each recorded message, including stops, quiet-hour delays and opt-outs, and approve the wording.
Go live
We switch on live sending once your templates are approved and your text messaging registration is complete.
Ongoing review
We review failures, opt-outs and reply rates with you and adjust timing and wording, always with your approval.
Scope
What's included, and what isn't
Exactly what's included is confirmed in writing for each project.
Included
- New-inquiry alerts and customer confirmations
- Follow-up sequences with automatic stop rules
- Appointment reminders that follow reschedules and cancellations
- Retry queue with failure alerts and replay
- Kill switches per feature and per business
- Consent, quiet hours, STOP/START/HELP and one-click unsubscribe
- Daily summary email
- Dry-run testing before go-live
Not included
- Texts to anyone who hasn't agreed to receive them
- Messages that haven't been approved by you
- Bulk marketing campaigns or purchased contact lists
- Text messaging registration fees and provider usage charges, which are billed by the provider
What you'll provide
- How you want new inquiries acknowledged and followed up
- Approval of every template and its wording
- Your quiet hours and preferred reminder timing
- Who should receive alerts and the daily summary
- Details for text messaging registration, if you want texts
Safeguards
Controls built in
- Every message has a unique key, so retries and replays never send twice
- A message is marked sent only when a live provider accepted it
- Texts require prior consent, and STOP is honored immediately
- Quiet hours hold texts and follow-up emails until morning
- Opt-outs work even while sending is paused, and suppressions are never deleted
- Usage limits block sends past your daily or monthly cap and show them on the dashboard
FAQ
Questions owners ask
How do you make sure a customer never gets the same message twice?
Every message is saved as a job with a unique key before it's sent. Each attempt first checks whether that key was already sent, and the email provider gets the same key. Retries and replays never produce a second copy.
What happens if a text is scheduled during quiet hours?
It waits until your quiet hours end and goes out then, without counting as a failed attempt. Urgent alerts to your own staff still go immediately.
What does a kill switch do?
It pauses sending for one feature, for your whole business or across everything. Queued messages wait and resume when the switch is cleared. Nothing is lost, nothing is sent twice, and unsubscribes still work while paused.
When do follow-ups stop?
As soon as the customer replies, sends a new inquiry, books, opts out, or their lead is marked booked, won, lost or spam. Your team can also stop a sequence by hand.
Can I see messages before they go live?
Yes. During setup everything runs in dry run. Each message is recorded but not sent, so you can review the exact wording and timing before we switch to live sending.
How much does it cost?
It depends on which workflows and channels you need. We confirm scope and price in writing after a short conversation. Text and email provider charges are billed by the provider. Email sales@vyybe.co or call (425) 428-8363.
Put Workflow engine to work
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.