How to Use Workflows in BrokerBot
Workflows let you create specialized AI assistants within BrokerBot, each with its own custom instructions, personality, and focus area. Think of a Workflow as a dedicated expert — one for lead intake, another for transaction coordination, another for compliance reviews.
Who Can Create Workflows?
Only Owners and Team Leaders can create and manage Workflows.
Creating a Workflow
Navigate to Settings → Workflows.
Click New Workflow.
Fill in the required fields:
Name — A clear, descriptive name (e.g., "Lead Intake Assistant").
Description — A short summary of what this Workflow does.
Opening Message — The first message users see when they start the Workflow.
Instructions — Detailed instructions that tell the AI how to behave, what questions to ask, and how to respond. This is the most important field.
Optionally choose an icon to make it easy to identify.
Click Save.
Homepage Visibility — Controlling Who Sees a Workflow Tile
You can control who sees a Workflow’s tile on the chat homepage. Open the Workflow (Settings → Workflows, then click the Workflow) and, under Homepage Visibility, click Manage Sharing. Choose one of:
Public (Everyone) — Visible to everyone, including external/guest users.
Internal (Organization-wide, members only) — Visible to all members of your team. This is the default for new Workflows.
Private (Specific users or teams only) — Hidden from regular members. Visible only to the specific users or sub-teams you grant — plus Owners, Team Leaders, and Partners, who always keep access.
Restrict a Workflow tile to your admin team
The cleanest way to limit a Workflow tile to your admins is to put your admins in a group and scope the Workflow to that group:
Create a group (sub-team) that contains all of your admins.
Open the Workflow and click Manage Sharing under Homepage Visibility.
Set visibility to Private and grant access to your admins group.
Now only members of that group see the tile. (Owners, Team Leaders, and Partners always keep access to Private Workflows, so they will see it too even if they aren’t in the group.)
How Users Access Workflows
Enabled Workflows appear as tiles on the chat homepage. Users click a tile to start a conversation with that Workflow’s specialized instructions.
Adding a Workflow to the homepage: Creating a Workflow does not automatically place it on your homepage if your team already uses a custom homepage layout. To add it, go to Settings → Homepage and drag the Workflow from the list onto the homepage where you want the tile to appear, then save.
Managing Workflows
Enable/Disable — Toggle a Workflow on or off without deleting it.
Edit — Click any Workflow in the list to update its instructions, name, or settings.
Duplicate — Create a copy of an existing Workflow as a starting point for a new one.
Version History — View previous versions of a Workflow's configuration.
Delete — Remove a Workflow (it can be recovered for 30 days).
Tips for Writing Good Instructions
Be specific — tell the AI exactly what questions to ask and in what order.
Define the scope — explain what topics the Workflow should and shouldn't cover.
Include examples — show the AI what good responses look like.
Set the tone — specify whether responses should be formal, casual, brief, or detailed.
Example Use Cases
Lead Intake — Collects lead information, qualifies prospects, and routes to the right agent.
Transaction Coordinator — Guides agents through each step of a transaction from offer to close.
Compliance Reviewer — Checks documents against brokerage policies and state regulations.
New Agent Onboarding — Walks new team members through getting set up and trained.
Marketing Assistant — Helps agents create listing descriptions, social posts, and email campaigns.
Questions? Reach out to [email protected].