Set up workflows & automations
Workflows let you automate the repetitive bits of practice life, intake, reminders, portal invites, follow-ups, so they happen on schedule whether or not anyone remembers.
What workflows automate
Workflows are event-triggered: when something happens in Carepatron (a new client is added, an appointment is booked, an invoice is paid, a message comes in), a sequence of actions runs. The events fall into four categories: Client and documentation (intake forms, portal invites), Scheduling (appointments created, received, declined, cancelled, rescheduled), Communication (in-app chat messages), and Billing and payment (invoice paid, refund processed, superbill sent).
Turn on the basics
Open Workflows from the left sidebar. Browse the workflow cards by category. Each card is a self-contained automation, toggle Enable to switch on, Save. For new client onboarding you'll want at minimum: Send intake (auto-sends every form in your default intake folder), Automate portal invites (sends the portal invite), and New appointment notification (confirms the booking to the client). For billing, Invoice issued (sends the invoice) and Invoice paid (sends a receipt) are the baseline.
Reminders, separate, but related
Reminders sit under Workflows → Basic reminders as a separate tab. They're sequence-style, not event-style: schedule one or more nudges per type. Appointment reminders (hours before), Intake reminders (days after sent), Portal invite reminders (days after sent), Invoice reminders (Lesson 4.4). Each reminder picks its own delivery channel (email or SMS. SMS on paid plans), timing, message, and language.
Personalise with smart chips and previews
Smart chips inside reminder and workflow templates pull live values like client name, appointment time, location, and practitioner. Always Preview before saving to see what your real clients will receive. Workflows on the Free plan are visible but limited. SMS and automated email reminders require Plus or Advanced; Free users also can't edit the workflow templates themselves.
Five automation setups that earn their keep.
Each is a real practice's standing automation kit. Start with the closest match.
Auto-send intake + portal invite on client creation. 24-hour appointment reminder (email). 1-day reminder if intake not done.
Intake + injury history + consent (3 templates in default folder). 48-hour appointment reminder (SMS). Invoice reminder 5 days post-due.
No automated intake (manual). 24-hour SMS appointment reminder. Invoice reminder on due date, then 7 days overdue.
Intake + goals questionnaire on creation. Portal invite same time. 5-day reminder, generous because coaching clients move slower.
Intake + insurance card upload on creation. 48-hour appointment SMS. Invoice reminders at 3 and 7 days overdue.
What can workflows automate?
Events in four categories: Client and documentation (intake forms, portal invites), Scheduling (appointments created, received, declined, cancelled, rescheduled), Communication (in-app chat messages), and Billing and payment (invoice paid, refund processed, superbill sent).
Are workflows available on the Free plan?
Yes, workflows are visible on Free, but SMS and automated email reminders require Plus or Advanced. Free users also can't edit workflow templates.
What's the difference between workflows and basic reminders?
Workflows are event-triggered (something happens → something else fires). Reminders are time-based sequences attached to a specific thing (appointment, invoice, intake) that fire at chosen intervals.
Can I personalise the messages workflows send?
Yes, smart chips like client name, appointment time, and location populate with real values when the workflow runs. Always preview before saving.
Do appointment reminders apply to existing clients too, not just new ones?
Yes, appointment and invoice reminders apply to all clients past and future. New-client workflows (intake, portal invite) only fire on client creation.
Can I disable a workflow temporarily?
Yes, toggle the workflow to disabled. Configuration stays intact and you can re-enable any time. Same for individual reminders.
Why isn't a workflow firing?
Check three things: (1) the workflow is enabled in Workflows, (2) the underlying template or reminder is set up correctly, and (3) the relevant client's notification settings permit the channel you've chosen.