Workflows
Automate actions based on visibility changes and competitive movements.
- Automate notifications when important changes happen
- Connect Trakkr to Slack, email, webhooks, and more
- Create custom triggers based on any visibility event
- Save time by letting automation handle monitoring
You can't watch your dashboard 24/7. But changes happen: competitors gain ground, visibility drops, new threats emerge. Workflows let you automate responses to these events, so you never miss something important.
The concept
Workflows follow a simple pattern:
When [something happens] then [do this action]
The 3 Most Common Workflows
Here are the workflows that most teams set up first:
1. Competitor Alert
The Problem: Adidas just started ranking higher than Nike on "best running shoes for marathons" and you didn't notice for a week.
The Workflow:
| Trigger | When competitor gains >5% visibility on any prompt where you previously led |
|---|---|
| Action | Send Slack message to #brand-visibility channel |
| Message | "⚠️ Adidas just overtook Nike on 'best running shoes for marathons' - they're now at 78% vs your 65%" |
Why it matters: You can react immediately - investigate why, update content, or brief your team.
2. Visibility Drop Alert
The Problem: Your overall visibility dropped 12% overnight but you only noticed during your weekly review.
The Workflow:
| Trigger | When visibility score drops >10% from previous research run |
|---|---|
| Action | Send email to [email protected] |
| Subject | "🔴 Nike.com visibility dropped 12% - immediate attention needed" |
| Body | Include: affected prompts, competitor changes, potential causes |
Why it matters: AI model updates, competitor campaigns, or content issues can cause sudden drops. Early detection means faster response.
3. Weekly Summary
The Problem: You want regular updates without logging in every day.
The Workflow:
| Trigger | Every Monday at 9am |
|---|---|
| Action | Send email summary to [email protected] |
| Include | Top wins, biggest losses, competitor movements, new citations |
| Format | Executive summary + detailed breakdown |
Why it matters: Keeps the whole team aligned without requiring everyone to check the dashboard.
Why workflows matter
Without automation, you're either:
- Checking constantly (not sustainable)
- Missing important changes (expensive)
With workflows:
- Stay informed without obsessing
- React quickly to threats
- Celebrate wins automatically
- Keep your team aligned
What you can automate
Visibility triggers
- Visibility score increased/decreased
- Win rate changed
- Position improved/dropped
- New appearance (mentioned for first time)
- Lost appearance (stopped being mentioned)
Competitive triggers
- Competitor gained ground
- Competitor lost ground
- New competitor appeared
- Competitor won a prompt you were winning
Citation triggers
- New citation discovered
- Citation removed
- Gap closed (you now appear where you didn't)
- New gap detected (competitor appears where you don't)
Research triggers
- Research completed
- Scheduled research ran
- Manual research finished
AI Pages triggers
- AI crawler visited
- Crawler visit spike
- Optimization error detected
Available actions
When a trigger fires, you can:
Notifications
- Email - Send to yourself or team
- Slack - Post to a channel
- Microsoft Teams - Post to a channel
- In-app - Badge and notification center
Integrations
- Webhook - POST to any URL
- Zapier - Connect to 5,000+ apps
- API - Trigger any external action
Internal actions
- Create task - Add to your task queue
- Tag prompt - Add a tag automatically
- Create report - Generate and email a report
Workflow limits
| Plan | Active Workflows |
|---|---|
| Free | 0 |
| Growth | 3 |
| Scale | Unlimited |
Workflows require a Growth or Scale plan.
Getting started
Creating Workflows
Build your first workflow step-by-step.
Triggers & Actions
Full reference for all available options.
Templates
Start with pre-built workflow templates.
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