AI Co-builder
The AI Co-builder lets you describe an automation in plain English and receive a complete workflow proposal — trigger, steps, and connections — ready to review and apply to the canvas.
You remain in control at every step. The AI never saves, activates, or runs a workflow. It drafts a proposal; you review it, make any changes you want, then save and activate when you are ready. New workflows drafted by the AI always arrive inactive.
Which plans include it
The AI Co-builder is available on Pro and Enterprise plans. Within those plans, it is accessible to practice owners and practice managers — the team members who can build workflows.
If you are on an Essentials or Student plan, or you do not have a workflow-builder role, the Build with AI button will not appear. See Plans and Pricing to compare plans.
Opening the AI Co-builder
- Go to Workflows in the Practice section of the sidebar.
- Open an existing workflow or click Create Workflow to start a new one.
- In the builder toolbar, click Build with AI.
The AI Co-builder opens as a side panel alongside the canvas. You can use it at any point while building or editing a workflow.
Writing a good prompt
Describe what you want the workflow to do in plain English. Being specific helps the AI produce a more accurate first draft.
Include:
- What starts the workflow — an event (a new client is created, an appointment is missed) or a schedule (every morning at 9 am)
- What should happen — the sequence of actions (send an email, wait 3 days, then send an SMS)
- Who or what is involved — the client, a specific practitioner, or the whole team
Healthcare practice examples:
| Scenario | Example prompt |
|---|---|
| New client welcome | "When a new client is created, send them a welcome email with a link to their intake forms and book a courtesy call for the reception team." |
| Appointment no-show follow-up | "When an appointment is marked as a no-show, wait 2 hours and send the client an SMS with a link to rebook." |
| Referral thank-you task | "When a referral is received, create a task for the practice manager to send a thank-you letter to the referring practitioner within 3 business days." |
| Invoice overdue reminders | "When an invoice becomes overdue, send a payment reminder by email. If it is still unpaid after 7 days, send a second reminder and create a task to follow up by phone." |
Prompts can be up to 2,000 characters.
You do not need technical terminology. Write the way you would explain the automation to a colleague. The AI handles the translation into workflow steps.
Clarifying questions
If your prompt is ambiguous — for example, if the trigger could be interpreted in more than one way — the AI will ask one or two short clarifying questions before generating a proposal. Most questions offer one-tap options to choose from; where a question needs more detail, you type a short answer instead.
Once you have answered the required questions, click Generate proposal and the AI will build the workflow.
If the AI still cannot resolve all ambiguities after your answers, it will make its best guess and flag the uncertain parts in the proposal.
Reviewing a proposal
Once generated, the co-builder panel shows:
| Element | What it tells you |
|---|---|
| Confidence indicator | How certain the AI is about its interpretation. A lower score means some steps are best guesses — review these carefully. |
| Summary | A plain-English description of what the proposed workflow does. When editing an existing workflow, this shows a diff of what will change (nodes added, removed, or modified). |
| Proposed steps | The trigger and each action, with their settings summarised. |
| AI disclaimer | A reminder that AI-generated content requires human review before use. This is always shown. |
Notes and warnings
If the AI made assumptions or is uncertain about a step, a collapsible notes section appears below the steps. It is worth reading before you apply.
Client information acknowledgement
If any proposed step involves client information, you must tick an acknowledgement before the Apply to canvas button becomes active. This confirms you have reviewed what client data the workflow will access.
The AI works from your description and the steps available to your role. Check each proposed step — especially trigger conditions, recipient details, and timing — before applying.
Applying to the canvas
When you are satisfied with the proposal:
- Click Apply to canvas.
The proposed workflow is placed on the canvas. At this point nothing is saved. You can continue editing nodes as you normally would.
To undo an apply immediately, click Undo apply in the co-builder panel — the canvas returns to exactly how it was before the proposal was applied.
Applying a proposal puts the workflow on the canvas. It does not save or activate it. Use the Save button in the toolbar when you are ready to persist your changes.
Refining the proposal
If the proposal is not quite right, you can:
- Click Refine to adjust your original prompt and regenerate a new proposal.
- Click Discard to clear the proposal and start again.
- Close the co-builder panel and edit the canvas nodes manually.
Saving and activating
After applying and reviewing the workflow on the canvas:
- Click Save in the toolbar to save your changes.
- Test the workflow using the Test button.
- When it is ready to go live, toggle the Active switch in the toolbar.
New AI-drafted workflows always start inactive. You decide when they go live.
See Creating Workflows for the full save, test, and activation process.
Limits and troubleshooting
| Situation | What to do |
|---|---|
| "Build with AI" button is not visible | The AI Co-builder is available on Pro and Enterprise plans and is accessible to practice owners and practice managers. If you are on a qualifying plan but still cannot see the button, check with your practice owner. |
| Proposal expired | Proposals expire 15 minutes after they are generated. If the panel shows an expiry notice, generate a new one — your original prompt is preserved. |
| The AI asks a clarifying question | Answer the questions shown (tap an option, or type a short answer where asked) and click Generate proposal. |
| A step I wanted is not in the proposal | The AI only proposes steps that are available to your role. If an action you expect is missing, it may be outside your current permissions. |
| The proposal looks incorrect | Click Refine to update your prompt and regenerate, or discard the proposal and build manually. |
| The "Apply to canvas" button stays greyed out | If any proposed step involves client information, you must tick the client information acknowledgement first. |