Workflow Triggers
Workflow triggers define the event that starts a workflow.
Whenever a trigger event occurs, Master Inbox checks the workflow's conditions. If all conditions are met, the configured actions are executed automatically.
Think of triggers as the starting point of every workflow.
Trigger Types
Master Inbox currently supports the following workflow triggers:
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.
Meeting Completed
Triggers when a scheduled meeting is marked as completed through your connected calendar integration. Use this to enrich prospects, notify team members, update CRM records, or trigger post-meeting workflows.
Meeting No-Show
Triggers when a prospect does not attend a scheduled meeting. Use this to apply "No Show" labels, move prospects into follow-up lists, remove them from outbound campaigns, notify team members, or trigger re-engagement workflows.
Enrichment Completed
Triggers after an enrichment job actually runs and finishes, whether or not the requested information was found.
AI Draft Held (Reply Agent)
Triggers when a Reply Agent holds a draft for human review.
AI Error
Triggers when an AI operation encounters an error, so your team can receive an alert.
Add Label
Triggers when a specific label is added to a conversation.
Trigger Options
Select the label that should activate the workflow.
Common Use Cases
Route qualified leads
Notify sales teams
Sync leads to HubSpot
Forward important conversations
Move conversations into lists
Example:
Trigger:
Add Label
Label:
Interested
Action:
Move to List → Qualified Leads
Whenever the label "Interested" is added to a conversation, the lead is automatically moved to the Qualified Leads list.
Remove Label
Triggers when a specific label is removed from a conversation.
Trigger Options
Select the label that should activate the workflow.
Common Use Cases
Update lead stages
Trigger follow-up automations
Remove prospects from specific workflows
Incoming message
Triggers whenever a prospect sends a message through a connected channel.
This trigger activates every time a new incoming message is received.
Trigger Options
Select one or more channels.
Supported Channels
Works across all connected channels in your workspace.
Examples:
Email accounts
LinkedIn accounts
Other connected channels
Example:
Trigger:
Incoming Message
Condition:
Label = Interested
Action:
Slack Notification
Whenever an interested lead sends a new message, a Slack notification is sent automatically.
Common Use Cases
Notify team members instantly
Stop outreach campaigns
Route high-intent leads
Forward important conversations
Sync leads to CRM
Sending Message
Triggers whenever a message is sent from a connected channel.
Trigger Options
Select one or more channels.
Common Use Cases
Track outbound activity
Trigger CRM updates
Start follow-up automations
Update lead status
Message Seen
Triggers when a message has been seen.
Trigger Options
Select one or more channels.
Common Use Cases
Track engagement
Identify active prospects
Trigger follow-up workflows
Notify account owners
Move to List
Triggers when a conversation is moved into a specific list.
Trigger Options
Select one or more lists.
Common Use Cases
Trigger lead-stage automations
Notify team members
Sync CRM records
Launch outbound workflows
Example:
Trigger:
Move to List
List:
Qualified Leads
Action:
Sync to HubSpot
Whenever a conversation enters the Qualified Leads list, it is synced automatically to HubSpot.
Removed From List
Triggers when a conversation is removed from a specific list.
Common Use Cases
Update lead status
Trigger re-engagement workflows
Notify account owners
Manage pipeline stages
Due Reminder
Triggers when a reminder becomes due.
Common Use Cases
Follow-up notifications
Task reminders
Escalation workflows
Team alerts
Example:
Trigger:
Due Reminder
Action:
Email Notification
Send a reminder notification whenever a scheduled reminder becomes due.
New Reminder
Triggers when a new reminder is created.
Common Use Cases
Notify team members
Create internal tracking workflows
Manage follow-up processes
Found Phone Number
Triggers when Master Inbox detects a phone number within a conversation.
Common Use Cases
Identify high-intent leads
Notify sales representatives
Sync prospects to CRM
Add qualification labels
Example
Trigger:
Found Phone Number
Actions:
Add Label → High Intent
Slack Notification
Sync to HubSpot
When a phone number is detected, the lead is automatically identified and routed for follow-up.
Meeting Booked
Triggers when a meeting is booked through a connected scheduling platform.
Supported integrations include:
Calendly
Common Use Cases
Move leads into client pipelines
Stop outbound campaigns
Notify account owners
Sync CRM records
Example
Trigger:
Meeting Booked
Actions:
Add Label → Booked
Move to List → Clients
Sync to HubSpot
Meeting Rescheduled
Triggers when a meeting is rescheduled through a connected scheduling platform.
Common Use Cases
Notify team members
Update CRM records
Move leads into reschedule workflows
Track scheduling changes
Meeting Cancelled
Triggers when a meeting is cancelled through a connected scheduling platform.
Common Use Cases
Restart outreach
Notify account owners
Trigger rebooking campaigns
Update CRM records
Incoming Webhook
Triggers when an external system sends data into Master Inbox.
Incoming Webhooks allow Master Inbox to receive information from external platforms and automation systems.
Trigger Options
Webhook URL
Generate a webhook URL and use it within your external system.
Payload Mapping
Map incoming data fields to Master Inbox fields.
Create or Update Prospect
Choose whether incoming data should create new prospects or update existing records.
Common Use Cases
Third-party integrations
Custom automations
CRM synchronization
External lead routing
Advanced workflow automation
Example
Trigger:
Incoming Webhook
Action:
Add Label → Webinar Lead
Whenever a webinar platform sends lead data to Master Inbox, the lead is automatically tagged and processed.
Meeting Completed
The Meeting Completed trigger runs whenever a scheduled meeting has been successfully completed.
This trigger does not require any additional conditions. Simply select the trigger and configure one or more actions to run automatically.
Recommended use cases
Send an internal Slack notification after a meeting is completed.
Send a follow-up email notification to your team.
Enrich the prospect after the meeting.
Update CRM records after a successful meeting.
Meeting No-Show
The Meeting No-Show trigger runs when a prospect does not attend a scheduled meeting.
This trigger does not require any additional conditions.
Recommended use cases
Move the prospect to a dedicated No Show list.
Apply a No Show label automatically.
Remove the prospect from an outbound campaign.
Notify your team that the meeting was missed.
Enrich the prospect for additional contact information before following up.
Enrichment Completed
Starts a workflow after a prospect enrichment job has run and finished. This trigger can fire when the provider finds the requested information and when the lookup finishes without finding it.
Common Use Cases
Send a notification after a phone number lookup finishes.
Update a Google Sheet with the prospect's available details.
Run different actions depending on whether a phone number was found.
Example: Trigger: Enrichment Completed. Condition: Phone Number is not empty. Actions: Email Notification and Add to Google Sheet. Create a separate workflow with Phone Number is empty for lookups that finish without a number.
If the prospect already has a phone number, phone enrichment is skipped. Because no enrichment job starts, Enrichment Completed does not fire. Use a separate Add Label workflow to process interested prospects whose phone numbers are already present.
See How to Enrich Prospects Using Workflows in this Help Center for a complete setup example.
AI Draft Held (Reply Agent)
Starts a workflow when a Reply Agent holds a draft for human review instead of sending it immediately.
Common Use Cases
Notify the team about replies awaiting review.
Send a Slack notification with the prospect's message and held draft.
Allow a teammate to review, edit, and send the held draft from Slack when Draft and reply from Slack is enabled.
Example: Trigger: AI Draft Held (Reply Agent). Action: Notifications → Slack Notification. Connect Slack and enable Draft and reply from Slack in the notification action.
AI Error
Starts a workflow when an AI operation reports an error. Use it to alert your team about failures such as AI provider credit or access problems.
Common Use Cases
Notify the team in Slack when an AI error occurs.
Send an email alert so the team can investigate and retry affected work after resolving the underlying problem.
Example: Trigger: AI Error. Action: Slack Notification or Email Notification. For email alerts, configure the email subject as part of the notification.
AI Error reports an error when it occurs. It is not a provider-credit balance monitor or an advance warning that credits are running low.
Choosing the Right Trigger
Use:
Incoming Message for reply-based automations
Add Label for qualification workflows
Meeting Booked for sales handoff automations
Found Phone Number for high-intent lead detection
Incoming Webhook for external integrations
Due Reminder for follow-up management
The trigger you choose determines when your workflow begins, so selecting the correct trigger is the most important step when building workflow automations.