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 without anyone having to remember.
What workflows automate
Workflows are event-triggered: something happens in Carepatron and 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.
- Billing and payment: invoice paid, refund processed, superbill sent.
Turn on the basics
Open Workflows from the left sidebar and browse the workflow cards by category. Each card is a self-contained automation: toggle Enable, then Save.
For new-client onboarding, start with Send intake (auto-sends your default intake folder), Automate portal invites, and New appointment notification. For billing, Invoice issued and Invoice paid are the baseline.
Reminders: separate, but related
Reminders sit under Workflows → Basic reminders as a separate tab. They're scheduled sequences, not event responses:
- Appointment reminders: hours before.
- Intake reminders: days after the form was sent.
- Portal invite reminders: days after the invite went out.
- Invoice reminders: Lesson 4.4.
Each reminder picks its own delivery channel (email, or SMS on paid plans), timing, message, and language.
Personalise with smart chips and previews
Smart chips inside reminder and workflow templates pull live values: client name, appointment time, location, practitioner. Always Preview before saving to see what your real clients will receive.
Plan note: workflows are visible on Free, but SMS and automated email reminders require Plus or Advanced, and Free users 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 often move at a slower pace.
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.