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Platform · Playbooks & flows

Turn every risk into a named person's job, automatically.

Customer success playbook and workflow software.

Nineteen workflows ship built, each installing as a draft you switch on. Risk fires, the owner gets a root-cause call due in two days, a concession waits on a 24-hour approval gate, and an idle action escalates to the manager at day five. One open run per account, never two.

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What GainTrace does

How does GainTrace run a playbook?

Nineteen Playbooks, Installed As Drafts

Start from a template holds nineteen workflows: the health drop save play, renewal timeline, champion departure, payment failure recovery, onboarding stage gates, NPS follow-up and more. Each installs as a draft you switch on; four risk plays fire on a CRM event alone, day one.

One Named Person's Job

Risk fires and the company owner gets a root-cause call task due in two days, priority urgent. A concession waits on an approval gate with a 24-hour SLA, decided in Triage under Needs you. An action idle for five days escalates to the owner's manager, once.

One Open Run, Never Two

One open run per play per account, held by a database constraint rather than a nightly job, so a second trigger while the run is open is a silent no-op. Reapplication, cooldown and exclusion groups keep an expansion play from firing while a risk run is open.

The job

How does GainTrace keep a playbook honest?

Nineteen Playbooks, Installed As Drafts

  • 19 pre-built workflows in Start from a template, each installing as a draft you switch on
  • Four risk plays close on Recovered, Saved, Churned or False positive out of the box
  • Describe it in a sentence: when health drops below 40, task the company owner
  • Test this flow resolves real fields and fires no emails, Slack, webhooks or tasks

Start from a template, switch it on

Example

4 of the 19 fire on a CRM event alone, day one

One Named Person's Job

  • Root-cause call task for the company owner, due in 2 days, priority urgent
  • Concession approval gate with a 24-hour SLA, decided in Triage under Needs you
  • An open action idle 5 days escalates to the owner's manager, once
  • Closes on Recovered, Saved, Churned or False positive, never a bare done

Risk fired, and became one person's job

Example

Owner at 48 hours, approval at 24, manager at day 5

One Open Run, Never Two

  • One open run per play, per account, held by a partial unique index, not a nightly job
  • Reapplication Once if not active: a completed run blocks re-enrolling
  • Cooldown, in days, blocks re-enrolling for a window after the run exits
  • Exclusion group, typed on both plays, suppresses an expansion play while the risk run is open

One open run per account, never two

Example

A second trigger while the run is open is a silent no-op

Common questions about playbooks

Ordered by how often it comes up.

Do I have to build playbooks before anything runs?

No. Nineteen workflows ship in Start from a template and each installs as a draft you switch on. Four risk plays fire on a CRM event alone from day one, and close on Recovered, Saved, Churned or False positive.

What happens the moment a risk fires?

The company owner gets a root-cause call task due in two days at priority urgent. If the play asks for a concession, it waits on an approval gate with a 24-hour SLA, decided in Triage. An action left idle for five days escalates to the owner's manager, once.

Can the same account end up in two runs of the same play?

No. One open run per play per account is held by a database constraint, so a second trigger while the run is open is a silent no-op. Cooldown and reapplication settings control when it may re-enroll.

Can a risk play and an expansion play fire on the same account?

Not at the same time. An exclusion group typed on both plays suppresses the expansion play while the risk run is open.

Can I write a rule without a formula language?

Yes. Describe it in a sentence, such as when health drops below 40, task the company owner. Test this flow then resolves real fields and fires no emails, Slack, webhooks or tasks.

Is there a customer escalation process built in, or do we design our own?

Built in, and it runs on a clock rather than on somebody remembering. Tier one is the account owner, who gets the dated task. Tier two is that owner's manager: an action left idle for five days nudges the owner first, then notifies the manager with the company, its ARR, the stuck action and how many days it has been idle. A concession sits at its own tier, an approval gate with a 24-hour SLA decided in Triage, which branches to approved, rejected with an exec escalation, or no decision, which chases the approval.

What does the escalation matrix look like in practice?

Three tiers and two clocks, and every row is a real field rather than a document. Tier one, the account owner, holds the dated task from the moment the risk fires. Tier two, the owner's manager, is resolved at run time by walking the reporting line on the workspace record, so the notice lands on a real person rather than a name typed into a template. Tier three is the approval gate for anything that costs money. The clocks are 24 hours on an approval and five days on an idle action, and each stuck action escalates exactly once, so an escalation cannot turn into a daily reminder the team mutes.

We keep our escalation process in a template document. What changes?

The document stops being the thing that has to be remembered. Every row in a typical escalation template, who owns it, who it goes to next, how long before it moves, what closes it, becomes a field on the play: the owner, the reporting line, the SLA in hours or days, and a closing disposition of Recovered, Saved, Churned or False positive rather than a bare done. The process runs whether or not anyone opens the document.

Every risk becomes one named person's job, the moment it fires.

Nineteen playbooks built, a 24-hour approval gate, a manager escalation at day five, and no admin to hire. Free on your first 25 companies.

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