The vocabulary
This guide summarises systeme.io's help center, features page and plan data read on 30 October 2026. We have not run these automations in a live account.
systeme.io's features page describes its automation as triggers (events), conditions (which contacts it applies to) and actions (the steps it performs), with tags usable both as actions and as conditions. [6]
| Term | Meaning in systeme.io |
|---|---|
| Trigger | The event that starts automation, such as New sale or Tag added [1][2] |
| Action | What happens next, such as Send an email or Enroll in a course [2] |
| Tag | A label on a contact; adding one can itself trigger automations [3] |
| Rule | Built under Automations, then Rules: pick one trigger, then add actions [1] |
| Workflow | Built under Automations, then Workflows on a node canvas with actions, decisions and delays [2] |
| Decision | A workflow step that splits contacts into Yes and No paths [2] |
| Delay | A workflow wait in minutes, hours or days, or until an exact date up to a year ahead [2] |
Rules: one trigger, then actions
To create a rule: Automations, Rules, Create, pick a trigger with the + icon, add an action with the blue +, then Save Rule. You can also create rules from inside the funnel editor. [1]
Triggers named in the rules article include Funnel step form subscribed, New sale, Tag added and Email link clicked. The only action the article names is Send email; the tags article adds that a tag addition can subscribe a contact to a campaign. [1][3]
Two catches. A Tag added trigger only fires for tags added after you set up the rule. And automation rule task history is kept for about one month. [1]
Workflows: decisions, delays and more actions
Create one at Automations, Workflows, + Create, name it, add a trigger and choose the asset (a tag or funnel step), then add Action, Decision or Delay steps with the (+) icon. Workflows are inactive by default; activate them from the three-dot menu. [2]
Workflows only act on events after activation, so they do not reach back to existing contacts. Changing a delay affects only contacts who reach it later. Deactivating offers two options: stop new entries but let current contacts finish, or also cancel scheduled tasks. [2]
| Group | Workflow triggers | Workflow actions |
|---|---|---|
| Contacts and tags | Tag added, Tag removed | Add a tag, Remove a tag |
| Forms | Funnel, blog page, website and creator store form subscribed | Subscribe to or unsubscribe from campaign |
| Courses and community | Enrolled in course or bundle, course, module or lecture completed, enrolled in community | Enroll in or revoke a course or bundle; grant or revoke community access |
| Sales | New sale, Sale canceled, Subscription payment failed | Add to a pipeline stage |
| Email and events | Email opened, link clicked, completed; meeting scheduled; registered to webinar | Send an email, send email to a specific address, send SMS |
| Tracking and other | Page visited | Send webhook, add a row to a Google Sheet |
Rules or workflows: which to use
The help center does not compare the two directly; this table is drawn from what each article documents. [1][2]
| Need | Rule | Workflow |
|---|---|---|
| One trigger, one or two immediate actions | Good fit | Works, more setup |
| Wait before the next step | No delay step documented | Delay by time or exact date |
| Branch on tags or email activity | No decision step documented | Decision with Yes and No paths |
| Several triggers starting the same steps | One trigger per rule | Multiple triggers supported |
| Share the automation with another account | Not documented | Share link; Google Sheet, webhook and some form triggers are excluded |
Three worked recipes
Recipe 1, opt-in to tag to email. Workflow trigger Funnel form subscribed (choose your lead-magnet step). Actions: Add a tag (lead-magnet), Send an email with the download. Delay 2 days. Decision on email activity: if they opened, Subscribe to campaign (nurture sequence); if not, Send an email with a reminder. Uses 1 workflow and 1 tag. [2]
Recipe 2, purchase to course enrollment. Workflow trigger New sale (choose the offer). Actions: Enroll in a course, Add a tag (customer), Send an email with login instructions. For cancellations, build a second small workflow: trigger Sale canceled, action Revoke access to a course. Uses 2 workflows and 1 tag. [2]
Recipe 3, unsubscribe cleanup for one sequence. Put a link in your sales emails such as Not interested in this offer. Workflow trigger Email link clicked on that link. Actions: Add a tag (not-interested), Unsubscribe from campaign (the sales sequence), Remove a tag (prospect). The docs we read list no trigger for a contact unsubscribing from all email, so this handles opting out of one sequence. The link click trigger has a 1-minute cooldown to stop double-clicks and security scanners firing it twice. [2]
Plan limits that apply
Figures come from systeme.io's public plan data endpoint, which matches the pricing page where both state a value (Free 1 rule, 1 email campaign, 2,000 contacts). The pricing page calls Unlimited's contacts and automation rules unlimited; for workflows, tags and campaigns the plan data lists 100,000, so the table shows that figure. Recipe 3 alone uses 2 tags, so it does not fit the Free plan. All three recipes together use 4 workflows and 4 tags, which fits Startup (5 workflows, 10 tags). [5][4]
| Plan | Price | Rules | Workflows | Tags | Contacts | Campaigns |
|---|---|---|---|---|---|---|
| Free | $0 | 1 | 1 | 1 | 2,000 | 1 |
| Startup | $17/mo or $170/yr | 10 | 5 | 10 | 5,000 | 10 |
| Webinar | $47/mo or $470/yr | 100 | 20 | 100 | 10,000 | 100 |
| Unlimited | $97/mo or $970/yr | Unlimited | 100,000 | 100,000 | Unlimited | 100,000 |
Checklist of gotchas
- A trigger can fire at most 20 times for the same contact; after that, rules and workflows are disabled for that contact. [1]
- Tag added rules ignore tags applied before the rule existed. [1]
- Workflows are not retroactive and start inactive. [2]
- Check existing rules before bulk-tagging contacts: adding tags can fire live automations. [3]
- History is kept for about a month, so record anything you need for audits. [1][2]
- Shared workflows drop Google Sheet and webhook actions and blog page and creator store form triggers. [2]
Questions before you decide
What is the difference between a systeme.io rule and a workflow?
A rule pairs one trigger with actions. A workflow is a canvas where you can add delays, Yes and No decisions, several triggers and a wider set of actions such as course enrollment, webhooks and Google Sheet rows.
How many automation rules does the systeme.io free plan include?
systeme.io's pricing page and plan data list 1 automation rule on the Free plan, along with 1 workflow and 1 tag. Startup allows 10 rules, 5 workflows and 10 tags.
Will a new workflow apply to contacts already on my list?
No. systeme.io's workflow article says workflows only apply to events after activation. Workflows are also inactive by default until you activate them from the three-dot menu.
Why did my automation stop for one contact?
systeme.io says a trigger can fire at most 20 times for the same contact. After the 20th time, automation rules and workflows are disabled for that contact.
Sources & verification
Product details and prices can change. Check the linked provider before buying.
- systeme.io help: how automation rules work Accessed 30 Oct 2026
- systeme.io help: how to create workflows Accessed 30 Oct 2026
- systeme.io help: how to add tags to your contacts Accessed 30 Oct 2026
- systeme.io pricing Accessed 30 Oct 2026
- systeme.io plan data (official) Accessed 30 Oct 2026
- systeme.io features Accessed 30 Oct 2026
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