Vistabeam is a fixed wireless and fiber ISP in the Mountain West. Since going live on gaiia in April 2025, they have used gaiia's workflow builder to automate the network work behind every subscriber event, connect actions across integrated partners, and reduce manual work for their CSRs. In under a year, the team has executed more than 97,000 automated workflows with a 98.5 percent success rate, turning processes that previously required manual coordination into reliable, event-driven automation. In this case study, we walk through three examples from Vistabeam.
What is gaiia's workflow builder?
gaiia's workflow builder allows CSPs to create and manage workflows that automate essential processes like service provisioning, customer support, and network management, all through an intuitive drag-and-drop interface. Workflows are made up of a series of automated tasks or actions that work together to complete complex business processes. With a visualization layer, anyone in the organization with proper access can view the entire workflow graph and configuration in one place.
Automating the network work behind every subscriber event
At the core of gaiia is a set of standardized subscriber lifecycle operations such as activation, suspension, reactivation, cancellation, and speed modification. Vistabeam uses gaiia's workflow builder to define what happens behind the scenes when those lifecycle events occur. When a CSR initiates an operation, the workflow automatically executes the downstream network actions across the systems that power Vistabeam's infrastructure: assigning IP addresses from NetBox, creating FreeRADIUS authentication entries, updating Bequant QoE policies, and managing Preseem monitoring. Vistabeam has processed approximately 14,500 subscriber lifecycle operations through these automated workflows.
Real-time fiber network sync with VETRO
Vistabeam also used gaiia's workflow builder to connect its billing system directly with its fiber network GIS. When a subscriber activates or cancels service, gaiia automatically triggers a workflow that updates the fiber drop status in VETRO FiberMap. Before this integration, fiber drop statuses had to be updated manually, and the network map could easily fall out of sync with live billing data. Now the update happens automatically every time a subscription changes. This workflow has executed more than 3,600 times with a 100 percent success rate, ensuring the network map always reflects the real operational state of the network.
Automated physical mail with Lob
Physical mail used to be a separate manual process at Vistabeam, one that often fell through the cracks. By connecting Lob, a physical mail platform, directly into their lifecycle workflows, that changed. When certain lifecycle events occur, such as service cancellations, gaiia automatically triggers a workflow that generates and sends letters to the customer, and a second workflow processes Lob's delivery callbacks and logs the results directly back into gaiia. Since early 2026, the system has automatically sent over 900 letters, with more than 5,500 delivery callbacks processed and recorded. What was previously a manual task is now simply a side effect of normal subscriber operations.
“Workflows are cool. They automate a lot of the stuff we used to do manually. I like that.”
— Tyler Weinrich, Information Systems Manager, Vistabeam
Vistabeam workflows by the numbers
Across its operations, Vistabeam has built an automation layer that connects its customer system with the network tools that power service delivery. Since launching on gaiia, the team has recorded more than 97,000 total workflow executions at a 98.5 percent overall success rate, roughly 14,500 lifecycle operations automated, 3,651 VETRO fiber map syncs at 100 percent success, and 15 active workflow integrations.
From system of record to system of action
For Vistabeam, automation is not a single workflow or integration. It is how the business operates. Every subscriber event now triggers the network changes required to support it. What used to require coordination across multiple systems and teams now happens automatically in the background. This has allowed Vistabeam to handle tens of thousands of operational events with consistency and visibility, without increasing the burden on its team.