This help article is designed to help customers, who joined Studio Ninja before November 1, 2025, migrate from Fixed Workflows (old system) to Dynamic Workflows (new system).
Dynamic Workflows vs Fixed Workflows
Dynamic Workflows | Fixed Workflows |
A Dynamic Workflow Template is synced with the workflow of every Lead and Job linked to it.
Changes in a Dynamic Workflow Template will automatically apply to all its linked Leads/Jobs. | Changes in a Fixed Workflow Template do not affect Leads/Jobs that use that Template.
A Fixed Workflow Template can be used as a starting point when you establish the workflow of a Lead/Job. |
This guide explains how to transition from the old "Fixed" workflow templates to the new "Dynamic" workflow templates and then link your existing Leads and Jobs to them.
Step 1: Copy a Fixed Workflow Template
Go to Settings > Workflow Templates. You will see two tabs: "Fixed" and "Dynamic".
On the "Fixed" tab, find the template you want to migrate and use the "Copy to Dynamic" action.
A confirmation window will appear, asking if you want to migrate all Leads and Jobs currently linked to the Fixed template to this new Dynamic template.
Confirm to proceed.
Step 2: System migrates Your Leads and Jobs
When you confirm, the system will create a copy of the old Fixed Workflow Template as a new Dynamic Workflow Template.
For all Leads and Jobs that used the original Fixed Workflow Template, the system will change the selected workflow template to the new Dynamic Workflow Template (the one that was just copied).
Important: This migration will not rewrite the workflows of your Leads and Jobs, and they will become "Unlinked".
Step 3: Relink Unlinked Workflows (if needed)
If a Lead or Job becomes unlinked after the migration, you can manually relink it to the Dynamic Workflow Template.
Open the "Edit Lead/Job" modal for that Lead or Job.
Under the "Choose Workflow Template" dropdown, use the "Relink" action.
Important: When relinking Leads/Jobs to a Dynamic Workflow Template, any tasks and events (including appointments and extra shoots) not in the template will be deleted from the Lead/Job.
A confirmation window will appear. Confirm the relinking once you’ve understood the implications clearly.
Click “Save Lead/Job” button to confirm relinking. You have to complete this step in order for the Lead/Job to be relinked to the Dynamic Workflow Template.
Done! Now you can make changes to the Dynamic Workflow Template and they will apply to all its linked Leads and Jobs.
Alternative Pathway to Relink Workflows
Go to Settings > Workflow Templates > Dynamic Workflows.
Find a template with Unlinked Leads and Jobs and use the "View Linked/Unlinked Leads & Jobs" action.
Click on the “Unlinked” tab.
Next to the Lead/Job that you wish to relink, click the “Relink” button.
Important: When relinking Leads/Jobs to a Dynamic Workflow Template, any tasks and events (including appointments and extra shoots) not in the template will be deleted from the Lead/Job.
A confirmation window will appear. Confirm the relinking once you’ve understood the implications clearly.
Done! Now you can make changes to the Dynamic Workflow Template and they will apply to all its linked Leads and Jobs.
Need Help?
If you need help with anything we are here for you :-)
Message us in-app by clicking on the green chat icon on the bottom right hand side and one of our friendly staff with give you a hand. (Users accessing their account from the mobile app can click on Settings > Open Settings in web browser).
Book a training session and Chris will help you through every step of the process to get you setup as quickly as possible. He can also answer any questions you may have and also make sure your account is running in the most efficient way.
Join our Ninja community and chat with all of our users in the private (members only) Facebook Group.