If you’re tired of cookie-cutter outreach and want your team to stop winging it, this guide’s for you. We’ll walk through building custom workflows in Bloobirds so your B2B sales team actually follows a process that fits your business—not some generic template. No endless theory—just the real steps, honest pros and cons, and what’s worth your time.
Why Custom Workflows? (And Why Bloobirds?)
You already know: most sales tools promise the moon, then leave you with a clunky process nobody follows. Bloobirds tries to fix that by letting you build outreach workflows tailored to your team—think custom steps, reminders, and templates that match the way you actually sell.
But let’s be real: the tool won’t magically fix lazy process or make reps care. What it can do is make it way easier for your team to do the right thing, every time. You’ll still need to think through your process first (don’t skip that!).
Who should read this:
- Sales ops, enablement, or RevOps folks setting up Bloobirds for a team
- Sales managers tired of seeing half-finished sequences and missed follow-ups
- Anyone who wants a repeatable, trackable outreach process that actually gets used
Step 1: Map Your Outreach Process (Before You Click Anything)
Don’t open Bloobirds yet. Seriously.
Why?
You need a clear picture of your ideal outreach workflow before you start dragging blocks around. Otherwise, you’ll end up with a Frankenstein process nobody understands.
How to do it: - Grab a whiteboard, sheet of paper, or Google Doc. - Write out your typical outreach steps. Example: - Research account → Send intro email → Wait 2 days → Call → Wait 1 day → LinkedIn touch → ...you get it. - Note which steps are must-do and which are “nice to have.” - Decide where you want reps to personalize vs. use a template. - Flag any steps you want to automate (reminders, email templates, etc.).
Pro tip:
Keep your first version simple. You can always add complexity later. The more steps you force, the more likely people are to skip the whole thing.
Step 2: Get the Right Bloobirds Permissions
You’ll need admin or manager-level access to create or edit workflows. If you’re not sure, check with whoever set up your Bloobirds account.
- If you’re locked out of workflow settings, stop and get the right permissions. There’s no workaround here.
Step 3: Navigate to the Workflow Builder
Here’s how to find the workflow builder (assuming Bloobirds hasn’t overhauled the UI):
- Log in to your Bloobirds account.
- In the sidebar, look for “Workflows” or “Cadences.” (Bloobirds sometimes changes terminology, which gets annoying. If you don’t see it, check under “Settings” or “Admin.”)
- Click “Create New Workflow” or “Add Cadence.”
If you’re stuck, Bloobirds’ help docs are decent, but sometimes lag behind UI changes. Don’t hesitate to ping their support chat.
Step 4: Build Your Workflow—Step by Step
Now for the main event. Here’s how to turn your mapped process into a Bloobirds workflow.
1. Name and Describe Your Workflow
- Give it a clear name, like “Inbound Demo Requests” or “Outbound SDR Prospecting.”
- Add a short description so others know when to use it.
Avoid:
Names like “Test 1” or “Default.” Your future self will thank you.
2. Add Workflow Steps
For each step in your process:
- Click “Add Step.”
- Choose the action type (e.g., Email, Call, LinkedIn, Custom Task).
- Set the delay—how long after the previous step should this trigger?
- Assign who owns the step (useful if you have hand-offs between SDRs, AEs, etc.).
- Optionally, attach templates or scripts (more on this below).
What to watch out for:
- Don’t go overboard with steps. Every “required” action adds friction.
- Make sure delays are realistic—nobody wants their inbox flooded at 9:01 AM because your cadence has five steps all set to “immediate.”
3. Add Branching Logic (Optional)
Bloobirds lets you add if/then logic—like “If no reply after step 3, send follow-up email.”
This is powerful, but also where things get messy.
My advice:
- Only use branches if you really need them.
- Test thoroughly—complex logic is where workflows break.
- Write out the logic on paper first to avoid “spaghetti workflows.”
4. Attach Templates and Scripts
- Link email templates, call scripts, or LinkedIn messages to each step.
- Make sure templates are actually good—don’t let generic, robotic copy slip in.
- Allow some room for reps to personalize. Locking everything down sounds nice until you see your response rates tank.
Pro tip:
Keep templates under constant review. Outreach that worked last quarter probably won’t keep working forever.
5. Set Reminders and Notifications
- Decide if you want Bloobirds to nudge reps when a step is due.
- Don’t overdo reminders or people will just ignore them (hello, banner blindness).
- Set escalation for ignored steps only if you’re really going to follow up on it.
Step 5: Test Your Workflow (Don’t Skip This)
It’s tempting to hit “publish” and walk away. Don’t. Bad workflows annoy reps and kill adoption.
How to test: - Run through the workflow yourself, step by step. - Check that: - Steps trigger in the right order and at the right time. - Templates pull in the right fields ({{First Name}}, etc.). - Branching logic works as expected. - Tasks and reminders actually show up. - Ask a couple of reps to try it on test leads and give honest feedback. Bribe them with coffee if you have to.
What to ignore:
Bloobirds’ built-in sample data is usually useless for a real test. Use a real lead (even if it’s just yourself).
Step 6: Roll Out to the Team (And Actually Train Them)
Don’t just email “the new workflow is live.” That’s a fast track to confusion and grumbling.
- Schedule a short team call or training (30 minutes is plenty).
- Walk through the workflow live, step by step.
- Explain why you set it up this way and what’s in it for them (hint: less thinking, more closing).
- Show how to personalize messages and skip steps if needed (don’t turn reps into robots).
- Take notes on their complaints—usually they’ll spot something you missed.
Pro tip:
Spot check usage after a week. Are people following the workflow? Are they skipping steps? This is where you’ll catch real-world issues you didn’t see in testing.
Step 7: Monitor, Fix, and Iterate
No workflow survives first contact with the sales floor. Expect to make adjustments.
- Use Bloobirds’ analytics to track:
- Step completion rates (where are people dropping off?)
- Response rates by template/step
- How long it actually takes to move through the workflow
- Meet with your team after the first couple of weeks. Ask what’s working and what’s not.
- Tweak steps, delays, or templates as needed.
- Don’t make changes every week—pick a cadence (no pun intended) and stick to it.
What matters:
Consistency beats complexity. A simple workflow everyone follows is better than a fancy one nobody uses.
What to Ignore (and What Not to Overthink)
- “Best practices” that don’t fit your sales cycle.
Your process > whatever some SaaS blog says. - Over-automation.
If you automate every step, you’ll sound like a bot—and prospects can tell. - Every new feature Bloobirds rolls out.
Try things, but don’t let shiny objects distract from what actually gets results.
Keep It Simple and Iterate
That’s it—the real soup-to-nuts process for building custom workflows in Bloobirds that your sales team might actually use. Don’t chase perfection on the first try. Get something basic live, watch how reps use it, and fix the stuff that’s actually slowing them down.
The best workflows aren’t the most complex—they’re the ones people follow without thinking. Start simple. Get feedback. Iterate. Your future self (and your pipeline) will thank you.