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.
Automations save you time by handling repetitive work automatically. Instead of manual data entry, they use a logical sequence that runs based on specific events. To ensure the right result happens at the right time, every automation is built using a three-part structure:
Task: The specific event that triggers the Automation to run.
Rule: The rule that must be met for the system to proceed with the Automation.
Action: The task the system performs after the Automation has run.
For example, when a volunteer submits an application for a Shift (Task), the system checks for the specific Shift (Rule) before sending a confirmation email (Action).
š”Tip: The following section outlines details on Automation tasks. See the following articles to learn more about Rules and Actions:
Automation Tasks
These tasks are triggered by different situations listed below:
Task | How It's Triggered |
Admin Console Request on User List | When an Admin selects Users in the User List and triggers a custom action. Useful for one-time bulk operations.
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Certificate - Download | When a User downloads their certificate from the User Portal.
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Contract - Accepted | When a User completes a document signing process through a digital document signature provider. (i.e. DocuSign)
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Event - Cancelled | When an Admin cancels the Event. Each affected Event-User record status changes to Cancelled.
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Event - Date Reminder | When an Event's date field matches the reminder the Admin configures. The Automation runs at midnight in the Automation's timezone.
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Event - Submit Shift Applications | When a User, or Admin impersonating a User, submits a multi-shift application form on an Event. The task runs for the whole batch in addition to the per-Shift task.
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Event - User Activities Submit | When a User submits an Event User Activities Form.
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Event - User Activities Update | When a User, or Admin impersonating a User, edits a previously submitted Event User Activities Form.
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Event Shift - Apply | When a User completes Shift applications in the User Portal. The task will run once for all of these Shifts.
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Event Shift - Scheduled End | When the Shift's scheduled end time arrives.
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Event Shift - Scheduled Start | When the Shift's schedule start time arrives.
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Event Shift - Swap | When a User, or Admin impersonating a User, swaps an assigned Shift for a different one.
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Event Shift - Update | When an Admin or Shift import edits any fields on an existing Shift record. The Automation runs per Shift.
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Event Shift - Waitlist | When a User is placed on the waitlist for a Shift, either by self-applying when the Shift is full or by an Admin.
Note: This task only runs when the Shift doesn't have an application form attached. If a Shift Application Form is configured, waitlist joins are processed through the Form - Process task instead.
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Event Shift User - Check In | When a User checks in for a Shift which can be triggered in several ways.
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Event Shift User - Check Out | When a User checks out of a Shift which can be triggered in several ways:
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Event Shift User - Feedback | When a User submits a Shift Feedback Form after the Shift has finished and the User has a status of Attended.
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Event Shift User - Status Changed | When a Shift User record's status is changed by the User, an Admin, or any Rejection or Withdrawal.
Statuses are: Applied > Confirmed > Checked-in > Completed.
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Event User - Cancel Expression of Interest | When a User or Admin cancels a previously submitted Expression of Interest on an Event.
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Event User - Date Reminder | When a date field on the Event User record matches the reminder window. The tasks runs nightly.
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Event User - Expression of Interest | When a User submits the Expression of Interest Form on an Event which occurs before they choose any Shifts for the Event.
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Event User - Feedback Completed | When a User completes the Post-Event Feedback Form for the whole Event (not per Shift).
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Event User - Status Changed | When a User status changes at the Event level, changed by the User, an Admin in bulk, or another Automation.
Statuses are: Active > Withdrawn, Pending > Confirmed.
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Form - Process | When any Form is submitted. This task covers all submitted forms. You can specify a form by filtering by Form ID/Name in the Rules field.
Note: This includes Shift Application forms for waitlists on Shifts that have an application attached.
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Journey Step - Complete | When a User completes a step in a Journey attached to a Role Offer.
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Multi Event Shift List - Confirm | When an Admin selects multiple Shifts and confirms the at the same time. This is a bulk action from the Shift List view. The task runs once per Shift.
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Multi Event Shift List - Decline | When an Admin selects multiple Shifts and declines or unassigns them at the same time. This is a bulk action from the Shift List view. The task runs once per Shift.
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Payment - Refund | A previously captured payment is refunded.
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Reference Check - Referee Created | When a User submits the contact details of a referee for an in-progress reference check.
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Reference Check - Reminder | When a Referee hasn't completed their protion within the configured reminder window. The task runs daily.
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Reward - Redeem | When a User redeems a Reward from the Reward Store using accumulated points.
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Role Offer - Expire | When the Role Offer's expiry date as passed. The task runs daily.
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Role Offer - Feedback | When a User submits a feedback form for a completed Role Offer.
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Role Offer User - Date Reminder | When a date field on the Role Offer User record matches the reminder window. This task is scheduled nightly.
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Role Offer User - Exceed Maximum Age | When a User assigned to a Role Offer has exceeded the maximum age of the Role. The task runs daily.
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Role Offer User - Status Changed | When a Role Offer record's status is changed by the User or an Admin. Rules can be added to specify which statuses should trigger this Automation.
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Role Offer User - Waitlist Unresponsive | When a Wailisted Role Offer User hasn't responded to a status change within the configured window.
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Shift Journey - Expire | When a Journey on a Shift has passed the Expiry window.
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Subaccount - Register | When a new Subaccount is registered under the current account.
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Training - Complete | When a User completes a Training module. This Automation will run every time they complete the module, even if they complete it multiple times.
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Training - Expire | When Training records whose validity period has ended for that User. The task runs daily.
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User - Date Reminder | When a date field on the User record matches the reminder window.
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User - Email Verified | When a User verifies their email through the email verification link. If the link has expired or is invalid/corrupted, this Automation will not run.
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User - Join Subaccount (Run on Child) | When a User joins a subaccount from a parent account.
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User - Join Subaccount (Run on Parent) | When a User joins a subaccount from a parent account, but the Automation runs in the parent account's context.
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User - Register | When a User registers into Rosterfy through a public registration form. The task only runs once for each User.
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User - Update Password | When a User updates their password via the User Portal or password reset link.
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User is made unreachable by email for marketing communications as spam | When a User marks an email from Rosterfy as Spam, resulting in them being marked unreachable by email.
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