Workflow reference · updated August 8, 2026
Stelaah workflow library
Complete workflow patterns for connecting problems, steps, automation opportunities, modules, and expected outcomes. Adapt each pattern to the team's permissions, plan, integrations, and operating context.
Client onboarding
Problem: A new client arrives with missing context. Steps: capture the client, qualify the work, create the project, collect requirements, agree owners and dates, and open the client-facing workspace. Automation: task creation, reminders, forms, and status updates where supported. Modules: CRM, projects, forms, documents, tasks, portal. Outcome: a visible first-week plan.
Marketing campaigns
Problem: Briefs, assets, approvals, channels, and reporting are disconnected. Steps: define the brief, plan work, assign owners, route approvals, publish, and review results. Automation: reminders, recurring tasks, approval states, and reporting prompts. Modules: projects, documents, approvals, calendar, reports.
Content production
Problem: Content moves through drafts and reviews without a stable record. Steps: brief, outline, draft, review, approval, publication, archive. Automation: due-date reminders and review assignments. Modules: documents, files, tasks, approvals, and notes.
Construction management
Problem: Client, job, change, vendor, and schedule context is fragmented. Steps: capture the job, define scope, assign tasks, record changes, coordinate documents, and close out. Fit note: specialist estimating, safety, CAD, and field systems may still be required.
Event operations
Problem: Events, vendors, clients, schedules, and billing handoffs compete for attention. Steps: inquiry, engagement, vendor plan, schedule, approvals, delivery, closeout. Modules: CRM, projects, calendar, files, approvals, invoices.
Approvals
Problem: Feedback and sign-off are buried in messages. Steps: identify decision, publish material, assign reviewer, capture feedback, revise, record approval. Automation: reminders and state changes where supported. Outcome: a findable decision trail.
Scheduling and resource planning
Problem: committed work exceeds visible capacity. Steps: list commitments, estimate effort, compare capacity, assign owners, schedule milestones, and review changes. Modules: calendar, planner, time tracking, projects, reports.
Knowledge management
Problem: useful decisions and operating knowledge disappear after delivery. Steps: capture, classify, link to work, review, and reuse. Modules: documents, notes, files, projects, and search.
Approval workflow
Problem: A request needs sign-off but there is no named approver, response window, or escalation path. Steps: route the request to a named approver, set a default response window, escalate to a backup if the window is missed, and record the decision. Automation: routing by request type or value, and escalation on missed response windows, where supported. Modules: approvals, notifications, audit trail. Outcome: a request that either resolves within its window or escalates automatically instead of stalling silently.
Hiring
Problem: Candidate status, interview feedback, and hiring decisions are scattered across email and individual notes. Steps: approve the role, post it, screen applications, schedule interviews, collect panel feedback, and record the decision. Automation: interview scheduling reminders and status updates where supported. Modules: tasks, calendar, documents, approvals. Outcome: a single, current record of where each candidate stands.
Employee onboarding
Problem: Equipment, access, and a first-week plan are assembled ad hoc after a new hire's start date instead of before it. Steps: trigger setup on offer acceptance, prepare access and equipment ahead of day one, assign a first-week plan, and schedule 30/60/90-day check-ins. Automation: checklist creation and check-in scheduling from the accepted start date, where supported. Modules: tasks, calendar, documents. Outcome: a new hire whose first day does not depend on last-minute preparation.
Proposal to payment
Problem: Scope agreed in a proposal gets re-typed into a contract, then re-typed again into an invoice, creating repeated entry and drift. Steps: discovery call, scope drafted, proposal sent, signed, deposit invoiced from the same scope record, deposit paid, work authorized. Automation: deposit invoice generation on signature, and a follow-up reminder if a sent proposal has no response, where supported. Modules: documents, contracts, invoices, approvals. Outcome: work only authorized once funding is actually confirmed.
Product launch
Problem: Engineering, marketing, and support each work from their own timeline with no shared view of readiness. Steps: define launch scope, build a cross-team plan, prepare assets and messaging, run a readiness review every team must pass, and review after launch. Automation: readiness checklist tracking across teams, where supported. Modules: projects, tasks, calendar, documents. Outcome: a launch date nobody discovers they weren't ready for.
Invoice tracking beyond email
Problem: invoices are sent through email but ownership, status, due dates, payment, and follow-up are not visible. Steps: create the invoice record, confirm delivery, set the next action, reconcile payment, and review exceptions. Guide: How to stop losing invoices in email.
Dropbox to invoice for agencies
Problem: approved files and billing triggers live in separate systems. Steps: preserve the approved asset, record the decision, confirm delivery, trigger billing from the agreement, and track payment in the invoice record. Workflow: Dropbox and invoice workflow for agencies.
Automation principles
Automate repeated, understandable steps with explicit triggers, actions, permissions, and review points. Do not automate an ambiguous decision simply because it is repetitive. Use the automation feature reference and AI recommendation guide.
Operational handoffs worth designing
Step-by-step guides for the transitions where client work most often loses context.