Workflows

A workflow is a few steps wired together: something happens, Kitbase does some work, and a person decides what to do with the result. They're built on the data you already have — your pages, your traffic, your AI Visibility citations — so most of them need no setup beyond choosing the steps.

Nothing publishes itself

Every step that produces content produces a draft. If you want something to go out, an approval step asks a person first. This is deliberate — see Why there is always a human.

The shape of a workflow

Every workflow starts with exactly one trigger and flows forward. There are no loops and no cycles: a workflow is a thing that happens once per event, start to finish.

When a site audit finishes
        ↓
Check the content on my pages          ← AI reads them and grades them
        ↓
Only continue if… there are problems   ← stops here on a clean run
        ↓
Ask someone to approve                 ← the run pauses here
        ↓
Post to Slack

Triggers

Trigger	Fires when
On a schedule	Daily, weekly or monthly
Manually	You press Run
When a new site links to me	A referring domain sends its first visitor
When a link needs reclaiming	An existing backlink points at a page that now errors
When a site audit finishes	An audit has finished and been scored
When new content ideas land	A fresh batch of content recommendations is ready
From a webhook	Something outside Kitbase POSTs to the workflow's URL

Checking your own site

Two steps read your pages, and the difference between them matters.

Check page health grades one page at a time — title and description, canonical, noindex, headings, structured data, whether it opens with an answer, image alt text. It is measured rather than judged, so it is free, instant, and gives the same answer every time.

Check the site against itself reads the whole site at once and looks for the places it contradicts itself. That is a different question, and no per-page check can answer it: if your homepage says you have four solutions and your footer lists seven, neither page is wrong on its own — the site is. It checks

• whether your navigation lists as many things as your homepage says you have
• whether your header and footer classify the same group the same way
• whether a figure like a match rate is stated one way on one page and another way elsewhere
• whether links in your navigation send visitors to another company's domain
• whether any pages are linked from nowhere
• whether template sample pages are still live, and whether your sitemap is offering them up to be read

Both are free and neither uses AI credits.

One related check does cost credits: Analyze with AI → Find pages that compete reads your pages and groups the ones answering the same buyer question. That one needs a model, because two pages competing for one question usually share no wording at all — the overlap is in what the buyer meant. Wire it as My site pages → Fetch the page → Analyze with AI.

Asking a person

The Ask someone to approve step pauses the run. Everything after it waits until somebody decides — which can be minutes or days. The run isn't holding anything open while it waits; it's parked, and it picks up exactly where it left off.

You choose:

• Who decides. One person is usually right. Requiring everyone to approve is what makes approvals slow.
• What happens if nobody does. Every approval has a deadline, because a request nobody answers is how work quietly disappears. When it runs out, the workflow either stops that branch (the default) or carries on.

There are three answers:

Answer	What happens
Approve	The run continues down the approved branch
Request changes	The run takes the other branch, and your note is recorded
Reject	The run takes the other branch

"Request changes" is its own answer, not a polite rejection — it's recorded separately so you can tell the difference later between work that was turned down and work that was sent back.

Anything waiting on you appears under Workflows → Approvals. If two people answer at the same moment, the first one counts and the second is told what happened.

Drafts

The Create a draft step turns what a workflow produced into something a person can open, edit and publish, under Drafts.

A draft moves through: Draft → In review → Approved → Published, with Changes requested sending it back. Every save keeps the previous version, so you can always see what the model originally wrote next to what you actually shipped — revisions written by a workflow are marked as such rather than attributed to a person.

If two people edit the same draft, the second one to save is told so, and their work stays on screen rather than being silently overwritten.

Checking a draft before it goes out

Review against my site reads a draft next to everything you have already published and answers one question: would putting this out make the site say two things at once? It reports

• a figure the draft states that your site already states differently
• a count of your own structure that disagrees with your homepage
• a reserved word — "solution", "product" — attached to something your site does not classify that way
• a title a live page already carries, which would leave two pages answering one question

It comes back Clear, Worth a look, or Contradicts the site, with the place your site already says otherwise named so you know where to go. It reports only — nothing is blocked, and the call stays yours.

You can also paste or upload text that is not a draft yet and get the same check.

Sending the result somewhere

• Post to Slack — into a channel you pick. Connect Slack under Settings → Integrations first.
• Send an email — to the people you list.
• In-app notice — a notification in the dashboard.

When a run delivers nothing

A step that finds nothing to pass on stops the workflow there, on purpose. Backlink gaps with no gaps to report, a page check with nothing changed, a filter that removed every row — each of them settles as Skipped, and everything after it is skipped too. That is why you do not get a Slack message reading "here are your 0 backlink gaps".

Open the run and each step says what it did in its own words, under its name: found 12 backlink gap(s), no backlink gaps found across 4 scan(s), no AI visibility scans to read citations from yet — run one first. That line is where the reason lives, and it distinguishes the two silences worth telling apart: there was nothing to report, or the data this step reads has not been collected yet.

The reason sits on the step that made the decision. Steps further down the chain read only Skipped with no line of their own — they never ran, so they have nothing to say. Read upward to the first skipped step to find out why the run ended.

Why there is always a human

Publishing AI-written pages without anyone reading them reliably works for about two months and then stops working. The pattern is well documented: pages get indexed, rankings appear, and then they decay to nothing over the following year — by which point there are hundreds of them. Google's guidance is explicit that generating many pages without adding value is spam regardless of how they were produced, and that the thing which distinguishes acceptable AI-assisted content is human oversight.

So Kitbase will draft for you, but it won't publish for you. The approval step and the drafts queue exist to make the review quick, not optional.

Limits

	Starter	Pro	Business
Workflow runs per month	100	400	Unlimited
Active workflows	10	10	10
Steps per workflow	15	15	15

AI steps cost credits based on what they actually spend. Every run reserves its estimated cost up front and settles to the real figure when it finishes, and a single step can't run away with your monthly budget.