š Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
Unlike event-driven automations triggered by User activity, the Admin Console Request On User List allows administrators to manually initiate a sequence of actions for specific users or groups. By launching this task directly from the User Profile, User List, or Role Offer User List, you can execute high-volume updates without the need for repetitive manual processing.
This feature streamlines complex workflows by grouping multiple tasks into a single request. Common applications include:
Transitioning users to a new Checkpoint.
Assigning users to a specific Group.
Distributing Interview Invitations in bulk.
š”Tip: This Automation is limited to a total of 1,500 actions in total. This is calculated by multiplying the number of Users by the number of Actions in the Automation.
Create the Automation
Click Workflows > Automations.
Click the Create button. The Create Automation screen appears:
Enter a Name to define the automation's purpose to make it easy to distinguish from similar workflows. This field is required.
Click to select the Admin Console Request on User List option from the Tasks field dropdown. This field is required.
Click the Schedule trigger dropdown. Select one of the following options:
At the time: The action happens the moment the task trigger occurs.
Before: The system targets a date in the future and works backward. (i.e. Send an SMS to a volunteer 24 hours before their Shift starts to reduce no-shows.)
After: The system waits for a set amount of time after the trigger before checking the rules again and performing the action. (i.e. Send a Shift Feedback form 4 hours after a volunteer checks out from a Shift).
Click the dropdown to select a Category. A category must be created in order to apply this field. See the Creating an Automation Category article for more information.
Click the Save button.
š”Tip: You cannot change the Task of an Automation after creation.
š”Tip: After creating an Automation, you can update it to configure Automation-level and Action-level rules. See the Create and Update an Automation article for more information.
Add a Rule
Adding an Automation-level rule provides the foundational logic for the workflow. It determines the event is relevant before the automation can run. If this rule is not met, the system ignores the trigger and does not process any actions.
Tipš”: Multiple Automation-level rules can be applied to a single Automation.
Click the Add Rule button.
Click the first dropdown menu to select and entity's field.
Select the second dropdown menu to select the condition.
Enter the Venue. Depending on the entity field chosen, the Value field may appear as a dropdown menu or require manual input of a value.
Click the Save button.
š”Tip: Depending on the Task selected, additional options may be available within the Automation.
š”Tip: See the Understanding Automation Rule article for more information.
Add an Action
The Actions section is available on the Automation after scrolling past the Save button. Action-level rules are specific filters for each task within an Automation. They let you control individual actions independently, so a task can be skipped under certain conditions while others continue. This ensures that each part of the workflow only triggers when it is relevant. See the following instructions to add an Action:
Click the Add button.
Enter a name for the Action.
Click the dropdown to select an Action.
Enter the amount of weeks, days, hours or minutes to delay this Action, if desired.
Click the Rules tab to add a rule, if desired. This is optional.
Click the Options tab. This tab only becomes available after an Action is selected.
Complete the mandatory fields available in the Options tab. The fields available in the Options tab vary depending on the Action chosen.
Click the Submit button.
š”Tip: See the Understanding Automation Actions article for more information.
Manually Trigger the Automation
Admin Console Automations are triggered manually from the Actions menu. This menu can be found in the following places of the application:
User List
User list > click More Actions on a User > select View Profile
Headcount > Role Offers List
