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Visual Workflow Builder: Automate Your Practice

· 4 min read
Praxi Team
Praxi Team
Product & Engineering

We are pleased to introduce the Praxi Visual Workflow Builder, a drag-and-drop tool that lets you automate repetitive practice tasks without writing any code.

Build Workflows Visually​

The workflow builder provides a canvas where you connect nodes to define automated sequences. Drag nodes from the palette, connect them with edges, and configure each step using simple forms. The visual layout makes it straightforward to understand what a workflow does at a glance.

Available node types include:

  • Trigger — Start the workflow from an event, schedule, webhook, or manual action.
  • Action — Perform operations such as sending emails, creating tasks, updating records, or generating documents.
  • Condition — Branch the workflow based on field values, dates, or calculated expressions.
  • Router — Direct the flow to different paths based on multiple criteria.
  • Approval — Pause the workflow and wait for a designated team member to approve or reject.
  • Praxi — Invoke Praxi to process data or generate content.
  • Delay — Wait for a specified duration before proceeding.
  • Loop — Repeat a sequence of steps for each item in a collection.
  • Notification — Send alerts via email, SMS, push, or in-app channels.

Triggers for Every Scenario​

Workflows can be triggered by a wide range of events:

  • Client events such as new client created, intake form submitted, or consent updated.
  • Appointment events such as appointment booked, cancelled, or marked as attended.
  • Invoice events including invoice created, payment received, or payment failed.
  • Form events when a client completes an assessment or intake form.
  • Schedules for recurring tasks like weekly report generation or monthly billing runs.
  • Webhooks for integration with external systems.
  • Manual triggers for on-demand workflows launched from the command palette.

Approval Workflows​

For actions that require human oversight — such as approving intern notes, authorising refunds, or reviewing AI-generated documents — the approval node pauses execution and notifies the designated approver. The workflow resumes automatically once the approval decision is recorded.

Approval workflows integrate with the task system, so pending approvals appear in your task list alongside other action items.

Pre-Built Templates​

To help you get started quickly, Praxi includes a library of workflow templates for common practice scenarios:

  • New client welcome sequence (email, intake form, initial assessment scheduling).
  • Appointment reminder escalation (SMS 24 hours before, follow-up if not confirmed).
  • Failed payment recovery (retry, notify client, escalate to administrator).
  • Post-session follow-up (send homework summary, schedule next appointment prompt).
  • CPD expiry alerting (notify practitioner 90, 60, and 30 days before expiry).

Templates can be customised after import to match your practice's specific requirements.

Practical Example: New Client Welcome Sequence​

Here's how you might build a welcome workflow step by step:

  1. Add a Trigger — Select "Client Created" as the event trigger.
  2. Send Welcome Email — Add an Action node to send your practice's welcome email template.
  3. Wait 24 Hours — Add a Delay node set to one day.
  4. Check Intake Form — Add a Condition node: "Has client submitted intake form?"
  5. Branch: Yes — Route to an Action node that creates a "Review intake" task for the practitioner.
  6. Branch: No — Route to a Notification node that sends the client a reminder SMS with the form link.
  7. End — Both branches converge at an End node.

The entire workflow takes about five minutes to build and replaces what would otherwise be manual follow-up across email, SMS, and your task list.

Learn More​