Documentation

Connect your HubSpot portal

Go to app.worflo.io and click "Connect HubSpot". You'll be redirected to HubSpot's OAuth screen — approve the requested scopes and you'll be redirected back. Your workflows sync automatically within 60 seconds.

1. Go to app.worflo.io
2. Click "Connect HubSpot — it's free"
3. Review and approve the requested HubSpot permissions
4. You'll land on your dashboard — workflows sync in the background

Your first sync

Worflo polls HubSpot every 5 minutes to check for new workflows and definition changes. New workflows appear on the Workflows page. Free plan accounts track up to 3 workflows; upgrade for unlimited.

How execution traces arrive

Worflo receives execution data via HubSpot webhooks — events fire in real time as your workflows run. You don't need to do anything to enable this. Traces appear on each workflow's Traces tab within seconds of execution.

Reading a trace

Open any workflow → Traces tab → click a trace row. You'll see a step-by-step breakdown: which action ran, what inputs were passed, how long it took, and the exact error message if it failed.

AI error explanations

For errored traces, Worflo generates an AI explanation automatically. It appears in the purple panel on the trace detail page within a few seconds of the trace arriving. Explains what went wrong, the most likely cause, and the specific fix to try first. Requires Pro plan.

Filtering traces

Use the filter pills on the Traces tab to show All, Errors only, or Completed only. The search bar on the Search page lets you find traces by contact ID, deal ID, or error message across all workflows.

How versioning works

Every time Worflo detects a change in your workflow definition during a sync, it saves a new version automatically. No manual action needed. Versions are stored indefinitely on Pro and above (7 days on Free).

Comparing versions

Open a workflow → Versions tab → click "Diff" next to any version. Select two versions to compare. The diff shows added, removed, and changed fields with exact before/after values. An AI summary explains the change in plain English (Pro).

Rolling back

On the Versions tab, click "Rollback" on any previous version. Worflo attempts to push the change directly to HubSpot via API. If direct rollback isn't available (HubSpot API limitation), you'll get a guided step-by-step checklist to apply manually. Requires Pro plan.

Setting up email alerts

Go to Sidebar → Alert Settings. Toggle "Email alerts" on and enter a notification address. Leave blank to use your HubSpot account email. Alerts fire within seconds of an execution error.

Slack alerts

In Alert Settings, paste a Slack Incoming Webhook URL into the Slack field. Create one at api.slack.com/apps → your app → Incoming Webhooks. Worflo posts a message with the workflow name, error summary, and a link to the trace.

Error rate threshold

The threshold slider controls when alerts fire based on a workflow's 7-day error rate. Set to 10% to only alert when more than 1 in 10 executions are failing — avoids noise from occasional one-off errors.

Weekly digest

Toggle "Weekly digest" in Alert Settings to receive a Monday morning summary of the previous week's error counts across all workflows. Sent to your notification email.

Testing enrollment criteria

Open a workflow → Simulate tab. Enter a HubSpot contact or deal ID. Worflo fetches the object's properties from HubSpot and evaluates each enrollment filter — showing pass/fail for every condition. See exactly why a contact would or wouldn't be enrolled. Requires Agency plan.

What error patterns are

Error pattern detection groups repeated failures by step type and error message. Instead of 47 individual "Webhook timeout" errors, you see one grouped pattern with a count and 7-day trend. Requires Pro plan.

Viewing patterns

Open any workflow → Error Patterns tab. Each row shows the error message, the step where it occurred, how many times it happened, and the 7-day trend chart. Click a pattern to filter traces to matching executions.

What the map shows

The dependency map visualises which workflows share lists, webhook URLs, or integration action types. A line between two workflows means they share a resource — know the blast radius before making changes. Requires Agency plan.

Opening the map

Click "Dependency Map" in the sidebar. Each node is a workflow. Hover over a connecting line to see what is shared. Workflows with no shared dependencies appear as isolated nodes.

Searching across all workflows

The Search page lets you find traces across every workflow at once. Enter a HubSpot contact ID, deal ID, or an error message keyword. Results show matching traces from all workflows, ordered by most recent.

What CRM Cards show

A Worflo card appears on every contact and deal record in HubSpot showing recent workflow execution history — workflow name, status, duration, and error message. No additional setup required after installing Worflo.

Adding the card to a record view

If the card isn't visible, open a contact or deal → click "Customize" (top right) → "Add cards" → search "Workflow Activity" → add and save. Admins can set a default view for all users under Settings → Objects → Record customisation.

Inviting team members

Go to Sidebar → Team → Invite member. Enter their email and select a role: Admin (full access), Member (read + lookup), or Viewer (read-only). They'll receive an invitation email. Invites expire after 7 days. Requires Pro plan.

Roles

Admin — full access including billing and team management. Member — can view all data and use contact lookup but cannot manage billing or team. Viewer — read-only access to workflows and traces only.

Plan overview

Free: 3 workflows, 7-day history. Pro ($49/mo): unlimited workflows, AI explanations, rollback, Slack alerts, CSV export, team members, 90-day history. Agency ($149/mo): everything in Pro plus multi-portal, simulation, dependency map. Enterprise ($299/mo): everything in Agency plus dedicated onboarding, SLA guarantee, and custom integrations.

Upgrading

Go to Sidebar → Plans & Billing → click Upgrade. You'll be redirected to Stripe checkout. Upgrades take effect immediately after payment.

Cancelling

Go to Plans & Billing → Manage subscription. This opens the Stripe billing portal where you can cancel. Your plan downgrades to Free at the end of the billing period — data is retained.