BookLive lets you publish any workflow and share it with other BookLive users via a single link. When someone opens that link, they can copy the entire workflow — steps, email templates, triggers, and goals — into their own group in one click. This makes it easy to share proven follow-up sequences with colleagues, fellow musicians, or anyone else in the BookLive community.
Before You Begin #
- You must be a group leader to publish or copy a workflow.
- The workflow you want to share should already be built and tested. Drafts can be published, but reviewers will see all steps as-is.
- Anyone who receives your link must also have a BookLive account and lead at least one group to copy it.
Step 1: Open the Workflow Editor #
Log in at https://booklive.com/login and navigate to your group. Go to Workflows in the left sidebar and select the workflow you want to share. Click Edit to open the Workflow Editor.
Step 2: Publish the Workflow #
In the Workflow Editor header, look for the Private / Published toggle. By default, all workflows are private.
- Click the toggle to switch it from Private to Published.
- The toggle turns blue and the label changes to Published with a globe icon.
- A note appears below: “Anyone with the link can copy this workflow to their group.”
- A shareable link appears in a text field directly below the toggle.
BookLive saves this change immediately — you do not need to click a separate Save button to publish.
Step 3: Copy and Share the Link #
Click the copy icon next to the shareable URL, or select the link text and copy it manually. Share this link with anyone you want to give access to the workflow — via email, Slack, text, or any other channel.
If others have already copied your workflow, a note will appear showing how many times it has been copied, for example: “Copied 4 times.”
Step 4: Recipient Claims the Workflow #
When someone opens your shared link, they will see a Copy Workflow page that displays:
- The workflow name and description
- The number of steps and email steps
- How many other groups have already copied it
To copy the workflow, the recipient:
- Selects the group they want to copy it into from the Copy to Group dropdown. (If they only lead one group, it is selected automatically.)
- Clicks Copy to My Group.
- BookLive creates a full copy of the workflow in their group and redirects them to the Workflow Editor to review and activate it.
What Gets Copied #
BookLive copies the entire workflow structure, including:
- All steps (email, delay, SMS, notify, condition, webhook, create task, set partnership status)
- All triggers and timing rules
- All goals
- Email templates referenced by email steps — these are duplicated into a new folder in the recipient’s Template Library, named after the workflow
The copied workflow is saved as a draft with “(Copy)” appended to the name. It starts as private and is not active until the recipient reviews and activates it. Notify step recipients are reset to All Leaders so notifications go to the correct people in the new group.
Unpublishing a Workflow #
To stop sharing, click the Published toggle in the Workflow Editor to switch it back to Private. The link will no longer work for new visitors. Groups that already copied the workflow keep their copies — unpublishing does not remove or modify existing copies.
Tips & Notes #
- You can publish or unpublish a workflow at any time without affecting active enrollments in your own group.
- The recipient’s copy is completely independent. Changes you make to the original after they copy it will not sync to their version.
- If your workflow uses email templates, those templates are copied automatically — the recipient does not need to re-create them.
- A workflow must be active (not just published) to enroll contacts. After copying, the recipient needs to review the steps and click Activate.
