Workflows: Overview

Workflows help automate repetitive tasks and streamline client care inside Doulado. They are designed to reduce manual work, keep client care consistent, and help your team manage each client's journey from start to finish.

What are Workflows?

A Workflow represents the overall journey for a specific type of client. Each workflow is made up of phases, which represent stages within that journey, and tasks, which are the individual steps that need to be completed.

For example, a birth doula might create a workflow with phases such as:

  • Intake / Lead
  • Prenatal Care
  • Third Trimester
  • Postpartum

As a client progresses through their journey, they can move from one phase to another based on manual actions or automated triggers.

Understanding Workflow Structure

Each workflow is made up of three main components:

  • Workflow: The overall client journey, such as Prenatal → Birth → Postpartum care.
  • Phases: The different stages of the client journey.
  • Tasks: Individual steps within each phase. Tasks can be completed manually or configured to run automatically.

What Can Workflows Automate?

Workflows can automate a variety of actions, including:

  • Send emails or SMS
  • Send messages
  • Send resources
  • Send paperwork
  • Send invoices
  • Add notes
  • Change client status
  • Add or remove clients from a phase
  • Assign a provider to a client journey
  • Assign a provider or due date to a task

Tasks can be triggered manually or based on timing, including delays, gestational age, or baby's age.

How Workflows Help

Workflows can help your team:

  • Reduce repetitive administrative work
  • Create a more consistent client experience
  • Make sure important tasks are completed in the right order
  • Automatically send communications and resources at the right time
  • Keep track of where each client is in their journey

You can start with a simple workflow using a few phases and manual tasks, then add automations as you become more comfortable with the feature.


Before you get started

Using Templates

Creating a new workflow

Adding & editing tasks

Task Order & Completion

Managing workflows for individual clients

Workflow triggers: delays, gestational age & baby's age

Managing clients in workflows


Best Practices

When getting started with Workflows:

  • Start simple with 1–2 phases before building more complex workflows.
  • Test workflows with a small number of clients first.
  • Avoid overlapping automations across multiple workflows.
  • Clearly define triggers to prevent duplicate actions.
  • Customize a template created by Doulado as a starting point

Plan Requirements

Workflows & Automations are available on Premium, Team (Legacy) and Impact plans. Starter and Solo (Legacy) plans will still have use of Checklists to track client care.