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 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 actions. See the following articles to learn more about Tasks and Rules:
Automation Actions
Automation Actions are the specific tasks performed once an Automation is triggered.
Each Action includes Options to define exactly what the task applies to. The following Actions are available:
Action | What it does |
Assign User to Functional Area | Add the User to a Functional Area within Headcount. Admin needs to specify the Functional Area and the User status in the Options tab.
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Assign User to Group | Add the User to a Group. Admin needs to specify the User Group in the Options tab.
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Assign User to Role Offer | Assign the User to the Role Offer. Admin needs to specify the Role Offer and User status in the Options tab.
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Assign User to Training | Assign the User to a training module built in Rosterfy. Admin needs to specify the Training Name in the Options tab.
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Assign User Type | Change the Userās User Type. Admin needs to specify the User Type in the Options tab.
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Certificate - Assign | Issue a Certificate from a configured template to the User. Admin needs to specify the Certificate in the Options tab.
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Send an email to the User attached to the Rules. Admin picks the email template in the Options tab.
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Email to Account Contact | Send an email to the email address(es) on the accountās Primary Contact field. Admin needs to specify the assigned Certificate.
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Email to Email Attribute | Send an email to an address stored on a Custom Field on the User entity (or other entity). Admin needs to specify the Email template and Email Attribute in the Options tab.
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Email to Event Leader | Send the email to the User(s) marked as the Event Leader for the Event in scope. Admin needs to specify the Email template in the tab Options.
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Email to Event User | Send the email to the volunteer attached to the Event-User record. Admin needs to specify the Email template in the Options tab.
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Email to Shift Leader | Send the email to the Leader(s) of the specific Shift. Admin needs to specify the Email template.
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Email to Specific Email Address | Send an email to a hard-coded address the Admin enters (i.e. volunteer.org.com). Useful for internal alerts.
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Notification | Send an in-app and push notification to the User specified on the Rules. Admin needs to specify the Notification template in the Options tab.
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Remove User From Group | Remove the User from a group. Admin needs to specify the User Group in the Options tab.
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Remove User From Training | Remove the User from a training program. Admin needs to specify the Training in the Options tab.
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Reward Points - Send | Award reward points to the User. Admin needs to specify the amount of the points in the Options tab.
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Rewards & Recognition Item - Assign | Assign a single Reward item to the User. Admin needs to specify the Allocation Type and the Item assigned in the Options tab
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SMS | Send an SMS to the User specified on the Rules using the configured SMS provider. Admin needs to specify the SMS template in the Options tab.
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SMS to Phone Attribute | Send an SMS to a phone number stored on a Custom Field. Admin needs to specify the SMS template and Phone Attribute in the Options tab.
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Update Event User Status | Set the Userās Event-level status (Pending, Confirmed, Withdrawn, Cancelled etc). Admin needs to specify the Status in the Options tab.
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Update Role Offer User Status | Set the Role Offer User status (Offered, Accepted, Declined, Waitlisted etc). Admin needs to specify the current and updated User status.
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User Attribute - Update | Set or clear one or more User Attributes (built-in or via Custom Fields). Admin needs to specify the Attribute in the Options tab.
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User Checkpoint - Update | Move the User to a different Checkpoint. Admin needs to specify the User Checkpoint in the Options tab. This is the Action Users often combine with status-change tasks.
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š”Tip: When you set up an Action that relies on the completion of a preceding Action, it is recommended that you set a five-minute delay to the dependent Action to ensure they process in the correct sequence.