What's the difference between triggers and workflows?


A trigger is used to execute tasks on incoming new records. The specified trigger type will determine records to watch. 
List of trigger types includes:
  • Acuity Scheduling (Completed Appointments)
  • Calendly (Completed Events)
  • Mailchimp (Segment Members)
  • OnVoard (Survey Respondents)
In most cases, you will use triggers to watch records from external platforms. You can, of course, still use triggers to watch records within OnVoard's platform like Survey Respondents.
When a new record is detected, trigger will automatically execute the designated task on it. For example, you can use triggers to automatically send a survey to Calendly users who have completed events. 
Keep in mind that triggers will only execute tasks for incoming new records. It does not execute tasks for existing records.


Workflow is a sequence of tasks to execute when an OnVoard event has occurred. 
List of OnVoard events includes:
  • Review (Created)
  • Interview (Created)
  • Survey Respondent (Created)
You can use workflows to react to events in various ways like:
  • Send email notification when you receive a negative review
  • Create or update Mailchimp subscriber for every new survey respondent
Unlike triggers, you aren't limited to a single task when a workflow is executed. You can execute multiple tasks in sequence. 
For example, when a new survey respondent is created, use respondent details to:
  1. Create Mailchimp subscriber
  2. Set Mailchimp tags "Survey Respondent" to the subscriber.

Guide in choosing between triggers and workflows

  • In general, Workflows are more powerful than Triggers.
  • Workflows can be used to execute multiple tasks in sequence. Triggers can only execute a single task.
  • To execute tasks based on external events (e.g Completed Events from Calendly), use Triggers. Workflows can only execute tasks from internal OnVoard events.
  • To execute tasks based on internal events (e.g New Survey Respondent), we recommend using Workflows.