Stop a workflow from messaging people too often
Set who can enter a workflow and how often, stop it when a person replies, and limit sending hours and speed.
The written steps below are complete. The Video script tab shows exactly what the video will cover.
An automation that sends the same message twice, or texts someone at 3 am, does more harm than no automation. Every workflow has settings that prevent this. Check them before you publish.
By the end you can
- Choose a re-entry policy
- Stop a workflow when the contact replies
- Limit sending hours and runs per hour
- Enroll existing contacts safely
Screens used
- Workflows, one workflow, Settings
Steps
- 1
Open the workflow's settings
On: WorkflowOpen a workflow and press the Settings tab, beside Build, Runs and Analytics. Each setting saves as soon as you change it.
You should see: Settings for the name, re-entry, stopping on a reply, the time window and the run limit.
- 2
Choose the re-entry policy
On: Workflow settingsUnder Re-entry policy keep One active run per contact (recommended), so a person already in the workflow cannot be enrolled twice. Choose Once per contact, ever for welcome-style workflows, or Every matching event starts a run for workflows that only log things.
You should see: A policy that fits what the workflow does.
- 3
Stop on response
On: Workflow settingsTick Stop on response — cancel active runs when the contact replies. When they reply by SMS, WhatsApp or Messenger, their runs are cancelled, because a person has taken over.
You should see: A contact who replies gets no further automated messages from this workflow.
- 4
Set the time window
On: Workflow settingsTick Time window — only send messages between and set Window start and Window end. Times are in your timezone. Messages that come due outside the window wait until it opens.
You should see: No messages are sent outside those hours.
- 5
Limit the speed
On: Workflow settingsSet Max runs started per hour. If a bulk event, such as an import, would start hundreds of runs, the extra ones queue and release gradually.
You should see: A large import cannot flood your email or SMS channel.
- 6
Enroll existing contacts carefully
On: Workflow settingsUnder Bulk enroll contacts type a tag, or choose a stage. Press Preview count first to see how many contacts match, then Enroll.
You should see: The number enrolled matches the count you previewed.
Tips
- Version history lists every published version. Restore as draft brings an earlier one back for you to check and publish again.
- Untick Enabled — triggers fire when published to pause a workflow without deleting it.
- Hard-bounced email addresses are suppressed automatically and are never emailed again.
Troubleshooting
- The Enroll button cannot be pressed.
- "Publish first — enrollment runs the published version." Publish the workflow, then enroll.
- A run shows Queued and nothing is sent.
- It is waiting for the hourly limit or the time window. It starts by itself when they allow.
- A contact stopped receiving the messages part-way.
- They replied, and Stop on response cancelled their run. Open the Runs tab to confirm it shows as stopped early.
One row per shot, in the same order as the guide. Estimated length 2:42, recorded signed in as Owner. Use made-up data only. How to record
Say: Stop a workflow from messaging people too often. Set who can enter a workflow and how often, stop it when a person replies, and limit sending hours and speed.
Hold until you see: Lesson title on screen for three seconds.
Say: Open a workflow and press the Settings tab, beside Build, Runs and Analytics. Each setting saves as soon as you change it.
Hold until you see: Settings for the name, re-entry, stopping on a reply, the time window and the run limit.
Say: Under Re-entry policy keep One active run per contact (recommended), so a person already in the workflow cannot be enrolled twice. Choose Once per contact, ever for welcome-style workflows, or Every matching event starts a run for workflows that only log things.
Hold until you see: A policy that fits what the workflow does.
Say: Tick Stop on response — cancel active runs when the contact replies. When they reply by SMS, WhatsApp or Messenger, their runs are cancelled, because a person has taken over.
Hold until you see: A contact who replies gets no further automated messages from this workflow.
Say: Tick Time window — only send messages between and set Window start and Window end. Times are in your timezone. Messages that come due outside the window wait until it opens.
Hold until you see: No messages are sent outside those hours.
Say: Set Max runs started per hour. If a bulk event, such as an import, would start hundreds of runs, the extra ones queue and release gradually.
Hold until you see: A large import cannot flood your email or SMS channel.
Say: Under Bulk enroll contacts type a tag, or choose a stage. Press Preview count first to see how many contacts match, then Enroll.
Hold until you see: The number enrolled matches the count you previewed.
Say: That is stop a workflow from messaging people too often. The written steps are on this lesson's page in the ItzSEO course.
Hold until you see: End card with the lesson link.
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