Flow Subscriptions require your workflow to have at least one trigger configured (time-based or service-based).
How Flow Subscriptions Work
When you enable Flow Subscriptions on an interface, users can choose between two modes:- Run Now
- Subscribe
Workflow executes immediately with the provided inputs.Best for: One-time tasks, testing, ad-hoc requests
The Subscription Flow
When a subscription is active, every time the trigger fires (schedule hits, email arrives, Slack message posted, etc.), the workflow automatically runs using the subscriber’s saved form inputs.For Workflow Creators
Enabling Flow Subscriptions
1
Configure Your Triggers
Ensure your workflow has at least one trigger enabled. This can be a time-based trigger or a service trigger like Gmail, Slack, or Airtable.
2
Open the Form Builder
Click on your Interface node and select Edit Interface to open the Form Builder.
3
Enable Flow Subscriptions
Toggle Allow Flow Subscriptions at the top of the Form Builder. This adds a Trigger Configuration section to your interface.
4
Save and Publish
Save your interface. Users can now subscribe to your workflow’s triggers.
The Allow Flow Subscriptions toggle only appears if your workflow has at least one active trigger configured.
What Subscribers Can Configure
Depending on what triggers you’ve enabled, subscribers will see different configuration options:- Time-Based Triggers
- Service Triggers
Subscribers can set:
- Schedule: When the workflow should run (daily, weekly, custom cron)
- Timezone: Their local timezone for accurate scheduling
Important Considerations
- Credentials & Permissions
- Credit Usage
- Workflow Changes
Subscribers use their own credentials. When a subscribed workflow runs, it uses the subscriber’s connected accounts—not yours. This means:
- If your workflow sends emails via Gmail, emails come from the subscriber’s Gmail account
- If it reads from Slack, it accesses channels the subscriber has access to
- Subscribers need valid credentials for any services the workflow uses
For Interface Users (Subscribers)
Subscribing to a Workflow
1
Open the Interface
Navigate to an interface that has Flow Subscriptions enabled. You’ll see a Subscribe to this Flow toggle.
2
Enable Subscribe Mode
Toggle Subscribe to this Flow to ON. The interface switches from “Run Now” mode to subscription configuration.
3
Configure Your Trigger
Set up when you want the workflow to run:
- For scheduled triggers: Choose your schedule and timezone
- For service triggers: Select the specific resource to monitor (channel, folder, label, etc.)
4
Fill in Your Inputs
Complete the form fields. These values are saved and reused every time your subscription triggers the workflow.
5
Subscribe
Click Subscribe to activate your subscription. The workflow will now run automatically whenever your trigger fires.
Managing Your Subscription
Once subscribed, you can:| Action | How |
|---|---|
| Update subscription | Change trigger settings or form inputs, then click Update Subscription |
| Unsubscribe | Click the Unsubscribe button to stop all automated runs |
Troubleshooting
I don't see the Subscribe option
I don't see the Subscribe option
The workflow creator hasn’t enabled Flow Subscriptions, or the workflow doesn’t have any triggers configured. Contact the workflow creator to enable this feature.
I can't turn off Subscribe mode
I can't turn off Subscribe mode
You have an active subscription. Click Unsubscribe first to remove it, then you can toggle Subscribe mode off.
My subscription stopped working
My subscription stopped working
Common causes:
- The workflow creator disabled Flow Subscriptions
- The workflow’s triggers were changed or removed
- You lost access to a connected credential (Gmail, Slack, etc.)
- The trigger failed 3 consecutive times and was auto-disabled
I hit the trigger limit
I hit the trigger limit
Free tier users can only have one active trigger. Upgrade your plan or remove your existing trigger to create a new subscription.
My trigger was automatically disabled
My trigger was automatically disabled
Triggers are automatically disabled after 3 consecutive failures to prevent repeated errors and wasted credits. To fix this:
- Check your connected credentials are still valid
- Verify the trigger source still exists (channel, folder, label, etc.)
- Unsubscribe and create a new subscription once the issue is resolved
Best Practices
- For Creators
- For Subscribers
- Test triggers thoroughly before enabling subscriptions
- Communicate with users before making breaking changes
- Avoid renaming or removing interface fields after users subscribe
- Use descriptive field names and helper text
When to Use Flow Subscriptions vs Other Sharing Methods
Gumloop offers several ways to share workflows with others. Here’s how to choose the right approach:| Method | What the Recipient Gets | Best For |
|---|---|---|
| Flow Subscriptions | Access to run your workflow via interface; no copy created | End users who just need results, not customization |
| Organization Templates | A cloned copy they can customize | Team members who need a starting point to build on |
| Direct Sharing | A cloned copy of the workflow | Collaborators who will modify and maintain their own version |
Choose Flow Subscriptions When:
- You want to maintain control over the workflow logic
- End users only need to provide inputs and receive outputs
- You plan to update the workflow and want all users to benefit automatically
- Users don’t need to understand or modify the underlying automation
Choose Organization Templates or Direct Sharing When:
- Users need to customize prompts, nodes, or logic for their use case
- The workflow is a starting point that each user will build upon
- Users need full ownership and control over their copy
- Different users will have significantly different requirements