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.
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.
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
Example4 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
ExampleOwner 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
ExampleA second trigger while the run is open is a silent no-op
Which other problems run on the same account data?
Common questions about playbooks
Ordered by how often it comes up.
Do I have to build playbooks before anything runs?
What happens the moment a risk fires?
Can the same account end up in two runs of the same play?
Can a risk play and an expansion play fire on the same account?
Can I write a rule without a formula language?
Is there a customer escalation process built in, or do we design our own?
What does the escalation matrix look like in practice?
We keep our escalation process in a template document. What changes?
Explore
Related questions, answered.
Plain-language guides from Explore: Playbooks & Operations.
- How Do I Move to Proactive Customer Success With a Reactive Team?
- How Does Scaling Customer Success Without Hiring Work at 1,000 Accounts?
- How Do I Track Tasks Across Hundreds of Customers?
- What Do I Do When a Customer Says a Feature Was Promised?
- What Goes in an Account Plan for a Strategic Account?
- What Do I Do When My Champion Left the Company?
- How Do I Communicate the Roadmap to Customers Without Promising Dates?
- What Does a Good CSM Weekly Operating Rhythm Look Like?
- A Customer Escalation Reached the CEO: What Do I Do Now?
- Do Customer Office Hours Work Instead of One-to-One Calls?
- How Do I Stop Customer Security Questionnaires Eating My Week?
- How Do I Do Customer Success When the Product Is Broken?
- What Do I Tell a Customer About a Feature Request That Will Not Be Built?
- Why Is Half My Customer Success Team's Time Going to Internal Requests?
- QBR vs EBR: What Is the Difference and Who Should Attend Each?
- Should We Run a Shared Slack Channel With Customers?
- What Do I Do First With Inherited Accounts From a CSM Who Left?
- Tier 1 Ticket Deflection: How Do We Cut Volume Without Making Customers Angry?
- Who Should Own the Knowledge Base: Customer Success, Support or Product?
- Why Do CSMs Ignore the Customer Success Playbook We Built?
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.
Free to start · no credit card required.