Workflow Actions

An action is a side-effect that fires when a transition runs. Each transition can have multiple actions in order. Actions are fire-and-forget - errors are logged, never block the transition.

Adding an action to a transition

1. Go to Settings -> Workflows & Statuses.
2. Click a transition on the flowchart.
3. Click + Add Action in the inspector panel.
4. Pick an action type from the dropdown.
5. Fill in any config fields.
6. Save.

Actions run in sort_order when the transition fires.

Action types

Invoice actions

Action	Config	What it does
send_invoice_email	-	Emails the invoice to all linked client emails
send_overdue_notice	-	Overdue reminder email
send_paid_confirmation	-	Payment receipt
share_invoice	-	Creates a public share token for the invoice
unshare_invoice	-	Invalidates the invoice's share token
lock_invoice_editing	-	Prevents editing while the invoice is in this status
unlock_invoice_editing	-	Re-enables editing

Session / event actions

Action	Config	What it does
send_event_day_page	-	Emails the event day page link to clients
send_reminder_email	hours_before (default 24)	Sends a reminder before session start
send_booking_confirmation	-	Confirms a booking to the client
send_booking_rejection	-	Notifies a rejected booking
send_cancellation_notice	-	Notifies a cancelled session
send_reschedule_notification	-	Notifies a rescheduled session
send_booking_cancellation	-	Cancels a booking via email
send_new_request_alert	-	Alerts the owner of a new booking request

Client actions

Action	Config	What it does
send_welcome_email	-	Welcome email for new clients
send_reengagement_email	-	Re-engagement email for dormant clients
send_feedback_form	form_id	Emails a feedback form link with a submission token

Staff actions

Action	Config	What it does
send_schedule_update	-	Emails assigned staff about a schedule change
send_payroll_notification	-	Emails a payroll breakdown to staff
send_announcement	announcement_id (optional)	Emails all staff

General actions

Action	Config	What it does
send_custom_email	subject, body_html	Any custom email to entity contacts
create_notification	title, message, link	In-app notification
share_link	share_type (schedule / invoice / booking)	Creates a share token
unshare_link	share_type	Invalidates a share token

Integration actions

Action	Config	What it does
call_webhook	webhook_config_id	Fires a saved webhook config
call_api	url, method, headers, body_template	Raw HTTP call with templated body

Recipient resolution

For email actions, FoxCLM resolves recipients based on the entity type:

• Invoice actions: invoice_clients -> clients -> client_info.email
• Session actions: event_clients -> clients -> client_info.email
• Client actions: the client's email
• Staff actions: staff.email or staff_events assignments
• Owner notifications: users.email

If no email is found, the action silently skips. You'll see the result in the workflow log.

Template placeholders

Email bodies and webhook payloads support placeholder interpolation:

{{field}}              // entity field: {{invoice_number}}, {{start_date}}
{{custom.field_name}}  // custom field by name
{{client.name}}        // linked client data
{{staff.name}}         // linked staff data

The call_api action supports dotted path syntax (e.g. client.address.city) for nested access.

Webhook context injection

When call_webhook fires, the payload includes a metadata block automatically:

{
  "_workflow": {
    "from_status": "Sent",
    "to_status": "Paid",
    "entity_type": "invoice"
  },
  ...your entity payload...
}

Raw API calls

call_api is the escape hatch for any HTTP integration:

• URL: full URL (supports placeholders)
• Method: GET / POST / PUT / PATCH / DELETE
• Headers: JSON object with auth and content type
• Body template: templated body string

Use this for Slack webhooks, Zapier triggers, internal APIs, or any service that doesn't have a dedicated integration.

Action queue and retry

Actions insert into a workflow_action_queue table. A worker processes the queue every 10 seconds. Failed actions retry up to 3 times with exponential backoff before being marked dead.

Check the workflow log for dead actions - these usually indicate a misconfigured webhook URL or auth failure.

Depth limit

A workflow action cannot trigger another workflow. Specifically, if an action moves an entity to a new status, that new status transition's actions do not fire. This prevents infinite loops.

If you need chained automation, fire an action that directly does the work rather than triggering another status transition.

Next steps

• Workflows & Statuses - build the transitions that actions attach to
• Webhooks & API - configure webhook targets for call_webhook