Hotkup

The problem

Your process is in someone's head. That's the risk.

Every job is handled slightly differently. New staff improvise. Senior staff skip steps when busy. Things fall through the cracks — not because people are careless, but because the process isn't written anywhere it gets enforced.

Inconsistent execution

Two people handling the same type of job in two different ways. One forgets the compliance check. The other skips the sign-off.

Staff as bottlenecks

Every handoff requires a conversation. Manager approves things manually. Work waits for people instead of moving automatically.

Things falling through

Client onboarding was almost done. Almost. Nobody realised the welcome email never went out because the trigger wasn't set.

What you get

Six automation tools that run your process.

HotKup's workflow builder is drag-and-drop. No developer required. If you can draw a flowchart, you can build a workflow.

No-code workflow builder

Build multi-step workflows visually. Set triggers, conditions, and actions without writing a line of code.

Auto task assignment

When a workflow stage is reached, tasks are created and assigned to the right team member automatically.

Approval workflows

Set up approval gates that notify the right person, wait for sign-off, then proceed — or escalate if no response arrives.

Escalation management

If a task isn't completed within a set timeframe, HotKup escalates to a manager. Nothing stays stuck silently.

Stage-based triggers

Moving a deal or record to a new stage fires a set of actions — emails sent, tasks created, team members notified.

Conditional branching

Workflows that adapt. "If client type is Residential, go left. If Commercial, go right." Logic built in, not bolted on.

Example workflow

New client onboarding — automated.

Here's what happens the moment a deal is marked Won in HotKup, without anyone pressing another button:

1

Client profile created automatically — contact details, deal value, and custom fields copied from the pipeline record.

2

Welcome email sent to client — branded, personalised, with their portal login link and next steps.

3

Onboarding tasks created and assigned — kickoff call scheduled for the account manager, contract sent for e-sign, compliance checklist opened.

4

Approval gate triggered — once the contract is signed, the finance team is notified to set up billing.

5

Onboarding complete — client moves to Active — the stage change fires the next workflow: first 30-day check-in scheduled automatically.

See the workflow builder →

Build it once. Run it every time.