šNote : 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 starts the process.
Rule: The rules the system checks to see if the Automation can run. The task only runs when the rule is true.
Action: The final task the system performs. One Automation can have many Actions and each Action can have it's own rules.
For example, when a volunteer signs up to a Shift (Task), the system checks if the Shift is for a specific location (Rule) before sending a confirmation email (Action).
š”Tip: The following section outlines details on Automation rules. See the following articles to learn more about Tasks and Actions:
IN THIS ARTICLE:
Create an 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 a task from the Tasks field dropdown. This field is required. See the Understanding Automation Task Triggers article for more information.
Click the Schedule trigger dropdown. Select one of the following options:
At the time: The action happens the moment the task trigger occurs.
Before: This is a scheduled action. The system targets a date in the future and counts backward to tirgger the action at the exact calculated time. (i.e. Send an SMS to a volunteer 24 hours before their Shift starts).
After: This is a delayed action. The system pauses for a set amount of time after the trigger before checking the rules again and performing the next 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 Create and Update an Automation Category article for more information.
Click the Save button. The Rule and Actions options become available.
š”Tip: You cannot change the Task of an Automation after creation.
Add a Rule to an Automation
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.
š”Tip: 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 to an Automation
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.
Update an Automation
After creating an Automation, you can return at any time to refine its behavior. Updating an existing Automation allows you to add layers of precision by configuring Automation-level or Action-level rules. You can also add multiple sets of rules to a single automation, allowing you to handle complex scenarios. These updates ensure your processes stay flexible and respond correctly to your unique needs.
š”Tip: You cannot change the Task of an Automation after creation. A new Automation needs to be created to reflect the new Task desired.
Click Workflows > Automations.
Click the More Actions menu on the Automation you wish to update.
Click Update. The Update Automation Screen appears:
