What Are Workflows in PhantomBuster and How Do They Work

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A Workflow in PhantomBuster is a multi-step automation that combines several actions into one predefined sequence, for example, finding leads from a LinkedIn search, enriching their data, and sending personalized outreach messages, all in a single setup. Unlike individual Phantoms, which automate one action at a time, Workflows handle the full process automatically so you don't need to chain steps manually. You can find and launch Workflows from the Solutions page in your workspace.

What is a Workflow

A Workflow automates multiple steps in one predefined sequence, for example: From finding leads, to enriching them, and to sending outreach messages automatically.

Workflows combine several Phantoms behind the scenes, so you don't have to connect or launch each one manually. You still configure key inputs and settings for each step, but the overall structure is ready for you.

Workflows can vary in complexity. Some include just two steps (for example, extract → message), while others combine enrichment or qualification before engagement.

Why use Workflows

Workflows save time by handling the full process for you, from sourcing to outreach, without manual setup between steps. They're designed to help you move faster, stay organized, and keep your automations running safely.

Here's what makes them powerful:

  • Get started fast: Launch complete multi-step automations in just one setup.
  • Capture qualified leads: Engage people who match your target audience or show genuine interest.
  • Track performance easily: Each Workflow has its own Dashboard where you can review progress, results, and performance metrics across steps.
  • Scale safely: Predefined timing and rate limits help you stay within platform boundaries.
  • Personalize at scale: Use dynamic placeholders to keep your outreach relevant and human.
  • Stay in control: Pause, edit, or review each step anytime from your Dashboard.

How are Workflows different from individual Phantoms

Phantoms automate one specific action, like extracting profiles, enriching data, or sending messages.

Workflows automate an entire process by combining several of those steps into one automation.

With Phantoms, you can still build custom multi-step sequences manually by chaining results from one Phantom into another. But Workflows do this for you automatically, no setup between steps required.

Workflows eliminate the need to:

  • Run individual Phantoms manually.
  • Export and import lead data between steps.
  • Configure how your automations connect together.

You need to set up the essentials: like your inputs, filters, or message templates, while the Workflow handles the rest behind the scenes.

How scheduling works in Workflows

Workflows handle timing for you to keep your account safe and stay within platform rate limits. None of them have full custom Launch settings like a standalone Phantom, but the level of control you have over timing varies between Workflows.

There are two timing controls to know about:

  • Sending window: When invitations and follow-up messages go out during the day or week.
  • Follow-up delay: How long to wait (0 to 15 days) after a profile accepts your connection request before each follow-up is sent. Configurable per follow-up (up to 3 follow-ups).

Workflows that let you choose when invites go out

These let you set a daily invitation limit (default 20, max 100 per week per LinkedIn's rules) and choose a sending window pattern:

  • Weekdays during working hours → Sends steadily Monday to Friday in standard office hours.
  • Randomly throughout the day and week → Spreads invites unpredictably.

Workflows in this group:

  • LinkedIn Outreach
  • LinkedIn Search to Lead Outreach
  • LinkedIn Search to Lead Connection
  • LinkedIn Company Page Inviter
  • LinkedIn Event Inviter
  • HubSpot Contact LinkedIn Outreach
  • Sales Navigator Search to Lead Outreach

Workflows with a daily limit

These let you set a daily invitation limit (default 20), but the Workflow chooses when to send. It automatically spreads actions throughout the working day, based on your account's timezone. The first batch typically starts within 3 to 6 minutes of launch.

Workflows in this group:

  • LinkedIn Search to Outreach
  • LinkedIn Post Engagers to Lead Outreach
  • LinkedIn Company Follower Collector to Outreach
  • LinkedIn Group Members to Outreach

Workflows with fixed schedules

These run on a predefined schedule that you can't change. They're driven by their underlying worker Phantoms. Refer to each tutorial for the exact cadence.

Workflows in this group:

  • LinkedIn New Connection Welcome Message
  • LinkedIn Post Commenter and Liker Scraper
  • Google Maps Search to Contact Data
  • Instagram Hashtag Search to Post Engagement

Background tasks and execution time

Even with the working hours setting configured, your Workflow can still consume execution time outside that window.

The working hours choice only controls when invitations and follow-up messages are sent to recipients. Workflows also run background tasks - such as checking which connection requests have been accepted, refreshing progress, and preparing the next step in the sequence - on their own schedule, independent of the working hours window. These background tasks are lightweight but still count toward your execution time. This is normal behavior.

Want the exact scheduling options for the Workflow you're setting up? Each tutorial in the Run Phantoms & Workflows category walks through it step by step.

Running multiple Workflows on the same audience

Running more than one Workflow is fine in itself, but if two outreach Workflows target the same people, they can produce duplicate or conflicting messages. Workflows operate independently and don't share state with each other, so each one decides what to send based only on what it sees in LinkedIn's conversation thread, even when another Workflow has already acted on the same lead.

For example, if you run LinkedIn Outreach and LinkedIn New Connection Welcome Message on overlapping audiences, both can fire a message on the same newly accepted connection. The same pattern can happen between any two outreach Workflows that share leads.

To stay safe, use one Workflow per audience. LinkedIn Outreach is usually the best single choice when you need invitations, follow-ups after acceptance, and reply detection - it handles the full sequence in one continuous flow.

How to access available workflows

You'll find Workflows in two places in your PhantomBuster workspace:

  1. Under the dedicated Workflows banner:
    • These Workflows are optimized for LinkedIn prospecting and let you automate complete lead generation and outreach processes in one setup.
      PhantomBuster Solutions page showing the dedicated Workflows banner with Try now button
    • The four currently available are:
      • LinkedIn Group Members to Outreach: Engage new group joiners in real time. Ideal for connecting with specific ICPs.
      • LinkedIn Post Engagers to Lead Outreach: Extract and qualify people engaging with posts (yours, competitors', or industry voices). Great for reaching buyers showing interest.
      • LinkedIn Company Follower Collector to Outreach: Start conversations with new followers of your company page, perfect for warm inbound leads.
      • LinkedIn Search to Outreach: Turn advanced LinkedIn or Sales Navigator searches into outreach-ready leads.
        Four LinkedIn Workflow cards with Use now buttons on the Solutions page
  2. Mixed in with individual Phantoms:

For a full walkthrough of how to browse the Solutions page, use filters, and preview any automation before launching it, see How to Choose the Right Automation for your Goals.

Learn more and follow step-by-step tutorials

Each Workflow has its own Help Center tutorial with detailed setup instructions, input requirements, and best practices.

Help Center tutorial category page listing Phantom and Workflow step-by-step guides

→ These tutorials show exactly how to configure each step: from connecting your account and defining inputs to reviewing results and optimizing performance.

Example Help Center tutorial article showing detailed Workflow setup instructions

Explore the Workflow tutorials collection to learn how to set up your first Workflow, or refine how you use existing ones.

Frequently asked questions

What is the difference between a Phantom and a Workflow?

A Phantom automates one specific action (like extracting profiles or sending messages). A Workflow combines multiple Phantoms into a single automated sequence. For example, extracting leads, enriching them, then sending connection requests, so you don't need to configure each step separately.

How many Workflows are available in PhantomBuster?

There are currently around 14 Workflows available, covering LinkedIn prospecting, Sales Navigator outreach, Google Maps extraction, Instagram engagement, and HubSpot integrations. You can find them all on the Solutions page.

How many slots does a Workflow use?

Workflows typically use 2 or 3 slots, since they combine multiple automation steps. The exact slot usage is shown on each Workflow's card in the Solutions page.

Can I pause or edit a Workflow after it starts running?

Yes. Each Workflow has its own Dashboard where you can pause, edit, or review individual steps at any time without breaking the automation.

Where can I find step-by-step setup guides for each Workflow?

Each Workflow has a dedicated tutorial in the Help Center's Run Phantoms & Workflows category with detailed setup instructions, input requirements, and best practices.

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