Add a Workflow

Add Label

Triggers when a label is added to a conversation.

Remove Label

Triggers when a label is removed from a conversation.

Incoming Message

Triggers when a new message is received in your inbox.

Sending Message

Triggers when a message is sent from your inbox.

Message Seen

Triggers when a message has been viewed or seen.

Move to List

Triggers when a conversation is moved into a list.

Removed from List

Triggers when a conversation is removed from a list.

Due Reminder

Triggers when a reminder becomes due.

New Reminder

Triggers when a new reminder is created.

Found Phone Number

Triggers when a phone number is detected inside a conversation. Useful for identifying high-intent leads or triggering call tasks and notifications.

Meeting Booked

Triggers when a meeting is booked via calendar integrations (Cal.com or Calendly). Use this to stop follow-ups, notify your team, update your CRM, or add labels like "Meeting Scheduled."

Meeting Rescheduled

Triggers when a meeting is rescheduled via calendar integrations (Cal.com or Calendly). Use this to add "Rescheduled" labels, notify team members, move leads into rescheduled follow-up lists, or trigger reminder workflows.

Meeting Cancelled

Triggers when a meeting is cancelled via calendar integrations (Cal.com or Calendly). Use this to add "Meeting Cancelled" labels, restart or continue outreach, trigger rebooking follow-ups, notify account owners, or move leads into cancellation follow-up lists.

Incoming Webhook

Triggers when an external system sends data into Master Inbox via webhook. Used for external integrations, custom automations, and syncing tools.

Inbox Actions

Inbox actions let you manage conversations directly inside Master Inbox.

Action Types:

• Add Label → Add one or more labels to a conversation

• Remove Label → Remove specific labels from a conversation

• Update Label → Replace existing labels with new ones

• Mark as Unread → Mark a conversation as unread

• Move to Folder → Move conversation to Archive, Marketing, Spam, or Trash

• Move to List → Move conversation into a specific list

• Remove from List → Remove conversation from a specific list

• Set Reminder → Set a reminder for the conversation (hours, days, or months)

• Forward Email → Forward the message to one or more email addresses

Outbound Tools

Outbound tools allow you to trigger actions in external outreach platforms directly from your workflows.

Tools:

• Heyreach

• Instantly

• Smartlead

• Email Bison

• Webhook (custom outbound automation)

Action Types:

Add to Sequence → Add a contact to a selected campaign/sequence in the connected tool

Remove from Sequence → Remove a contact from a specific campaign/sequence

Add to List → Add a contact to a selected list inside the tool

Remove from List → Remove a contact from a selected list

Additional Configuration:

• Select the connected tool

• Choose the campaign or sequence

• Choose the list (if applicable)

Use outbound tools when you want to automatically control campaigns, sequences, or lists in your outreach platforms based on inbox activity.

Notifications

Notifications are used to alert your team when something happens.

Slack Notification

Slack Notification → Send real-time alerts to a Slack channel

1. Setup:

• Create a Slack app

• Enable Incoming Webhooks

• Generate a Webhook URL

• Paste the URL into the workflow

  2. Options:

• Select Slack channel

• Customize payload/data sent

• Include conversation data such as:

  1. Email

  2. Message

  3. Labels

  Email Notification

  → Send alerts via email when a workflow is triggered

  Configuration:

  To → Primary recipients

  CC → Optional

  BCC → Optional

  Subject → Custom subject line

Use notifications when you want to alert your team about important events like new leads, replies, or high-intent actions.

CRM Actions

CRM actions allow you to automatically sync data from MasterInbox to your CRM.

Supported Platforms:

• HubSpot

Action Types:

Sync to HubSpot → Automatically sync conversation and contact data to HubSpot

What Gets Synced:

• Contact information

• Conversation details

• Lead activity

• Associated data from workflows

Use CRM Actions when you want to keep your CRM updated automatically without manual data entry.

Use Cases

• Auto-qualify leads based on labels

Trigger: Add Label
Condition: Label = “Interested”

Actions:

• Move to list “Qualified”

• Send Slack notification

Instantly surface high-intent leads and move them into the next stage.

• Meeting Booked Automation

Trigger: Meeting Booked

Actions:

• Inbox Action → Add Label → “Booked”

• Inbox Action → Move to List → “Clients”

• CRM Action → HubSpot → Sync

Automatically transition booked leads into your client pipeline and update CRM.

• Follow-Up Reminder

Trigger: Incoming Message Action: Set reminder (e.g., 2 days)

Ensure timely follow-ups so no active conversation goes cold.

• Slack Alert for High-Intent Leads

Trigger: Add Label Condition: Label = “Interested” Action: Send Slack notification

Your team is notified instantly so high-value leads can be prioritized.

• Phone Number Detection Workflow

Trigger: Found Phone Number
Actions:

• Add label “High Intent”

• Sync to CRM

• Notify team

Capture strong buying signals and route them for immediate action.

• Auto-Archive Low-Priority Conversations

Trigger: Add Label
Condition: Label = “Not interested"
Action: Move to Archive

Keep your inbox clean by removing conversations that don’t require attention.

• Stop Outreach After Reply

Trigger: Incoming Message

Action:

• Action Category: Outbound Tool

• Tool: Heyreach (or Instantly / Smartlead)

• Action Type: Remove from Sequence

• Select Campaign

Prevent contacts from receiving further outreach once they’ve already replied, avoiding duplicate or conflicting messages.

• Organize Conversations into Lists

Trigger: Add Label Condition: Label = “Client” Action: Move to list “Clients”

Keep conversations structured and easy to manage by stage.

• External Automation via Webhook

Trigger: Incoming Webhook Action: Add label / sync / notify

Connect Master Inbox with external systems for advanced automation.

FAQs

• Do workflows run automatically?

Yes. Once a workflow is active, it runs automatically whenever the trigger occurs.

• Can I edit a workflow after creating it?

Yes, workflows can be edited at any time.

• Can I delete a workflow?

Yes, workflows can be deleted from the workflow menu (⋯).

• Can I disable a workflow without deleting it?

Yes, you can toggle a workflow Active / Inactive at any time.

• Do workflows run instantly?

Yes, workflows execute in real time when the trigger event occurs.

• What happens if conditions are not met?

The workflow will not run.

• Can I add multiple actions to a workflow?

Yes, you can configure multiple actions within a single workflow.

• In what order are actions executed?

Actions are executed in the order they are added.

• Can multiple workflows run at the same time?

Yes, multiple workflows can run simultaneously if their triggers and conditions are met.

• What happens if multiple workflows match the same trigger?

All matching workflows will run unless restricted by conditions.

• Can workflows conflict with each other?

Yes. If multiple workflows act on the same conversation, they may overlap. Use conditions and labels to control behavior.

• What is the difference between trigger type and trigger options?

Trigger Type → Defines the event (e.g., Add Label, Incoming Message)

Trigger Options → Defines the specific item within that event (e.g., which label, which channel, which list)

• Can I use multiple conditions in a workflow?

Yes, you can add multiple conditions to make workflows more specific.

• Why are conditions not available for some triggers?

Some triggers (like Meeting Booked, Meeting Rescheduled, Meeting Cancelled, or Found Phone Number) are direct event triggers and do not require additional filtering.

• Can I limit workflows to specific inboxes or channels?

Yes, using Trigger Options, you can select specific accounts or channels.

• Can I use multiple action types in one workflow?

Yes, you can combine different action categories (Inbox, Outbound Tools, Notifications, CRM).

• What happens if one action fails?

Other actions may still run, but the workflow may not complete fully. Check workflow logs for details.

• Can workflows trigger actions in external tools?

Yes, using Outbound Tool actions (Heyreach, Instantly, Smartlead, etc.).

• How do I set up Slack notifications?

You need to:

1. Create a Slack app

2. Enable Incoming Webhooks

3. Generate a webhook URL

4. Paste it into the workflow

• Can I customize Slack notifications?

Yes, you can configure the payload and choose what data is included.

• Can I send notifications to multiple email addresses?

Yes, you can use To, CC, and BCC fields in email notifications.

• Can workflows sync data to a CRM?

Yes, workflows support CRM actions like syncing to HubSpot.

• What does “Sync to HubSpot” do?

It syncs contact data, updates properties, and pushes conversation data into your CRM.

• What is an incoming webhook?

An incoming webhook allows external systems to trigger workflows in Master Inbox.

• How can I check if a workflow ran?

Go to the workflow menu (⋯) and click View Logs.

• What do workflow logs show?
  a. Execution history
  b. Trigger events
  c. Workflow activity

• Should I use labels or lists in workflows?

1. Use labels for logic and triggering workflows

2. Use lists for organizing conversations

• How can I avoid workflow conflicts?

  1. Use clear labels

  2. Add conditions

  3. Avoid duplicate workflows with the same logic

• Can workflows be used for automation across teams?

Yes, workflows help standardize processes and automate actions across your inbox.